City of Henderson, Kentucky Board of Commissioners Tuesday, March 26, 2019
Municipal Center Third Floor Assembly Room 222 First Street 5:30 P.M
AGENDA
1. Invocation: Dr. Tim Hobbs, Community Baptist Church
2. Roll Call:
3. Recognition of Visitors:
4. Appearance of Citizens:
5. Proclamations:
6. Presentations: Service Award Pin, Owen Reeves 20 Years
7. Public Hearings:
8. Consent Agenda:
Minutes: February 19, 2019 Called Meeting February 19, 2019 Work Session Resolutions & Municipal Orders: Resolution Authorizing Submission Grant Application for Crumb Rubber/Tire Derived Products Grant for Waste Tire Market Development
Resolution Authorizing Submission of a Joint City/County Grant Application for a Kentucky Pride Recycling Grant
Resolution Granting Property Reassessment Moratorium for 117 N. Main Street
Municipal Order Accepting Stormwater Management System Maintenance Agreement at 2810 Highway 41 North
Municipal Order Awarding Bid for Purchase of Pickup Truck to Gillie Hyde Chrysler, Inc. of Glasgow, Kentucky
Municipal Order Awarding Bid for Purchase of Polyamide Natural Gas Pipe to Teel Plastics, Inc. of Baraboo, Wisconsin
Please mute or turn off all cell phones for the duration of this meeting.
Municipal Order Awarding Bid for Purchase of Limestone, Rock and Sand
Municipal Order Awarding Bid for Purchase of Cement Concrete to Irving Materials, Inc. of Henderson as the Primary Supplier and Meuth Construction Supply, Inc. of Henderson as an Alternate Supplier
Municipal Order Awarding Bid for Concrete Labor for Various City Projects to Hazex Construction Co. of Henderson as the Primary Supplier and Rivertown Construction LLC of Newburgh as an Alternate Supplier
9. Ordinances & Resolutions:
Second Readings:
First Readings: Ordinance Amending Chapter 7, Buildings and Building Regulations – Commercial Range Hood Inspection Fees
Resolutions: Resolution Declaring Property Located at 1228 Helm Street Surplus and Authorizing Sale by Evaluated Sealed Bids
10. Bids & Contracts: Municipal Order Authorizing Lease of 78.92 Acres at the End of Borax Drive (Formerly Known as the Dannlin Farm) for Farming to Wes Overton Farms, of Henderson at $276.00 per Acre for a Period of Three Years (2019, 2020, and 2021 Crop Years)
Municipal Order Awarding Bid for Construction of a Wash Bay to Waycon Construction, Inc., Eddyville, Kentucky
11. Unfinished Business:
12. City Manager’s Report:
13. Commissioner’s Reports: Proposed Amendment to SHIFT 2020 (formerly TIP) Projects List
14. Appointments:
15. Executive Session:
16. Miscellaneous: Ordinance Review Chapter 16 – Offenses, Articles I, II & III
Subdivision and Zoning Regulation Amendment Review-Brian Bishop
17. Adjournment
Please mute or turn off all cell phones for the duration of this meeting. City Commission Memorandum 19-58
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager A{J.J
SUBJECT: Recognition of City Employee
An item under the Presentations section of the agenda includes the presentation of an Employee Service Award to:
Owen Reeves, Gas System Director ...... 20 years
Mr. Reeves will be in attendance to receive his service award from Mayor Austin. City Commission Memorandum 19-59
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager v0d-N
SUBJECT: Consent Agenda
The Consent Agenda for the meeting of March 26, 2019, contains the following:
Minutes: February 19, 2019 Called Meeting February 19, 2019 Work Session
Resolutions and Municipal Orders: Resolution Authorizing Submittal and Acceptance of Grant Application to Kentucky Division of Waste Management Under the Waste Tire Market Development Crumb Rubber/Tire Derived Products Grant Program in the Amount of $46,085.00 to be Used by the parks and Recreation Department; and Authorizing Mayor to Execute Documents and to Act as Authorized Correspondent for the Project
Resolution Authorizing Submission of a Joint City/County Recycling Grant Application and Letter of Support for a 2019- 2020 Kentucky Pride Fund Recycling Grant; and Authorizing Mayor to Execute Documents
Resolution Granting Property Reassessment Moratorium for Linda and Kenneth Floyd for Property Located at 117 North Main Street, Henderson, Kentucky
Municipal Order Accepting Stormwater Management System Maintenance Agreement at 2810 Highway 41 North Between Ridge Investment Group, LLC, Henderson Water Utility, and the City of Henderson and Giving the Mayor Authority to Execute the Agreement
Municipal Order Awarding Bid for Purchase of 4WD Pickup Truck to Gillie Hyde Chrysler, Inc. of Glasgow, Kentucky, in the Amount of $22,319.00 Municipal Order Awarding Bid for Purchase of Polyamide Natural Gas Pipe to Teel Plastics, Inc. of Baraboo, Wisconsin, in the Amount of $77,728.00
Municipal Order Awarding Bid for Purchase of Limestone Rock and Sand, Group A, to Mulzer Crushed Stone, Inc., Tell City, Indiana; Pine Bluff Materials Company, LLC, Henderson, Kentucky and Rogers Group, Inc. of Hopkinsville, Kentucky
Municipal Order Awarding Bid for Purchase of Cement Concrete to Irving Materials, Inc. of Henderson, Kentucky, in the Total Amount of $187,115.00 as the Primary Supplier, and Meuth Construction Supply, Inc. of Henderson, Kentucky, as an Alternative Supplier in the Total Bid Amount of $198,637.00
Municipal Order Awarding Bid for Purchase of Concrete Labor to Hazex Construction Co., Henderson, Kentucky as the Primary Supplier, and Rivertown Construction, LLC, Newburgh, Indiana as an Alternate Supplier 22 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
A special called meeting of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, February 19, 2019, at 5:00 p.m., prevailing time, in the third floor Assembly Room located in the Municipal Center Building at 222 First Street, Henderson, Kentucky.
There were present Mayor Steve Austin presiding:
PRESENT: Commissioner Patti Bugg Commissioner X R. Royster, III Commissioner Bradley S. Staton Commissioner Austin P. Vowels
ALSO PRESENT: Mr. William L. "Buzzy" Newman, Jr., City Manager Ms. Dawn Kelsey City Attorney Ms. Maree Collins, City Clerk Mrs. Donna Stinnett, Community Relations Manager/Public Information Officer Ms. Holli Melton, Administrative Intern Mr. Robert Gunter, Finance Director Mr. Heath Cox, Police Chief Mr. Brian Williams, Public Works Director Mr. Trace Stevens, Parks, Recreation & Cemeteries Director Mr. Scott Foreman, Fire Chief Mr. Greg Nunn, Information Technology Director Mrs. Connie Galloway, Human Resources Director Mr. Dylan Ward, Project Manager Mr. Ray Nix, Code Administrator Mr. John Stier, Accounting Manager Mrs. Dawn Winn, Assistant Finance Director Mrs. Theresa Richey, Development Liaison Mr. Tom Williams, HWU General Manager Ms. Tamara James, The Children's Program Kit Workshop Mr. Clayton Horton, Green River Health District Mr. John Marshall, Green River Health District Mr. Mike Richardson, Reserve Police Officer
PRESENTATION: "The Children's Program Kit Workshop"
TAMARA JAMES, Certified Structured Family Recovery Counselor, Intervention Associates, PLLC, gave a brief overview of the upcoming community workshop Intervention Associates, PLLC, will be hosting in partnership with the Green River Area Development District. The Workshop has been approved for 12.75 continuing education hours for Early Childhood Education and Social Work through appropriate licensing boards. Day one will educate participants on how addiction impacts the family and the resulting adverse childhood effect and trauma that is passed down one generation to another if healing or intervention does not occur. Day two will encompass hands on training to implement the CPK curriculum where participants explore what to look out for and how to be available to best help children and families experiencing the impact of parental addiction. So far registration for day one is at 49% and day two is 80% filled. She indicated that she has received a mini-grant through the Green River Area Development District-Community Collaboration for Children Regional Network program to enhance and promote programs/activities aimed at prevention or building awareness of abuse and neglect of children in the amount of $3,100 to serve the GRADD district. The two day Workshop is scheduled for March 22-23, 2019 at the Henderson Church of Christ at a cost of $10,000.00. She requested funding and or support from the Board of Commissioners for this very important training workshop. 23 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
COMMISSIONER STATON asked if she had contacted Henderson Fiscal Court and the School System for their support. Ms. James responded that she has spoken with Judge Executive Schneider and he will bring the request to the upcoming March 12th Fiscal Court meeting. She indicated that she has not contacted the school board, but many educators are signed up to attend.
COMMISSIONER VOWELS asked if she had communicated with Judge Farris or her assistant. Ms. James indicated that Judge Farris as well as some individuals from Child Services were registered to attend.
PRESENTATION: "Henderson Water Utility Budget Update"
TOM WILLIAMS, Henderson Water Utility General Manager, gave a brief overview of the mid-year financials and operations of Henderson Water Utility. He reported that a large part of their revenue comes from wastewater services. He explained that three large customers-Tyson Foods, International Paper, and the Henderson County Water District represent 42% of the Utilities' total revenue, with approximately 55% from residential and other commercial customers, and 3.6% from the Stormwater Impact Fee. Tom reported that 54% of operating expense is salary and benefits with fuel and chemicals other large users of their resources. Cost to Revenue comparisons match up pretty well with Wastewater Sales and Fees revenue defraying some of the expense for Stormwater not covered by the Stormwater Impact Fee revenues. He reported that overall the rate structure currently in place is working pretty well. He indicated that they are questioned on why the charge is more for wastewater than water, and the answer is simple, it costs more to treat the wastewater to the level for discharge. The Consent Judgment with U.S. EPA and the Commonwealth on Combined Sewer Overflow has been terminated. Henderson was the first city in Kentucky to complete Long-Term Control Plan where CSOs remained in place. The projects totaled $42 million. Tom explained that by borrowing the monies and doing the work when we did we saved millions of dollars compared to communities that are just now completing their projects. Other projects include $3.4 million renovation of the South Wastewater Plant basin; started field work on the first phase of the Countryview Stormwater Project; selected an engineer to design Phase II; and have completed small drainage and maintenance projects, with several more projects in the pipeline for completion in the coming months. He reported that remaining challenges include Water and Wastewater Regulations; Pensions; Aging Workforce; and Declining Usage. He indicated that in the coming months they will be bringing forth new mandated regulations relating to metals and other contaminants for wastewater discharge that will impact several of our local industries. He reported that the utility had 16 retirements in the last three years and anticipate up to 12 more in the next five years. These retirements have caused the Utility to be working from a deficit of knowledge and experience and they are having difficulties finding people to fill those positions. As rates have gone up residential usage has decreased due to low-flow toilets, showers and clothes washers. The Utility has been lucky to have Tyson and International Paper that continue to increase usage, making up the residential usage shortfall. HWU's Strategic Plan, updated annually, includes projects for Water, Wastewater, and Stormwater totaling $13.8 million over the next four years. Staff reductions through attrition have reduced staff from 91 to 85 thereby reducing pension outlays in future years. He concluded that with the recent rate structure the Utility is almost breaking even, and generating nearly adequate free cash flow to allow continuing investment in the water, wastewater and stormwater systems.
COMMISSIONER BUGG asked if there might be some educational programs implemented relating to the quality of our water and the need to reduce those little plastic bottles from our landfills.
DISCUSSION WAS HELD regarding recycling issues; water quality; and further educational and promotional programs that might be implemented to promote tap water. Mr. Williams indicated that he would look into how other communities have promoted the use of tap water in place of bottled water. 24 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
APPROVAL OF CONSENT AGENDA:
MAYOR AUSTIN asked the City Clerk to read the Consent Agenda.
Minutes: January 22, 2019, Regular Meeting
Motion by Commissioner Staton, seconded by Commissioner Royster, to approve the items on the Consent Agenda as presented.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the consent agenda items approved. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City
ORDINANCE NO. 01-19: SECOND READ ORDINANCE AMENDING PARKS AND RECREATION AN ORDINANCE AMENDING CHAPTER 17, PARKS AND RECREATION, ARTICLE I-IN GENERAL, SEC. 17-2 POSSESSION OF ALCOHOLIC BEVERAGES PROHIBITED OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON
MOTION by Commissioner Royster, seconded by Commissioner Vowels, that the ordinance be adopted.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City Clerk ______
ORDINANCE NO. 02-19: SECOND READ ORDINANCE AMENDING ALCOHOLIC BEVERAGES AN ORDINANCE AMENDING CHAPTER 4, ALCOHOLIC BEVERAGES, ARTICLE II-LICENSES, SEC. 4-35 FEES, OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON
MOTION by Commissioner Staton, seconded by Commissioner Royster, that the ordinance be adopted. 25 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CK.MC, City Clerk ______
ORDINANCE NO. 03-19: SECOND READ ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS AN ORDINANCE ACCEPTING PUBLIC IMPROVEMENTS AT COLONIAL COTTAGES, SECTION #3, IN THE CITY OF HENDERSON, CONSISTING OF WATER, SEWER AND STORM AND EROSION CONTROL
MOTION by Commissioner Bugg, seconded by Commissioner Staton, that the ordinance be adopted.
MAYOR AUSTIN reported that he was told today, that all of those cottages are already spoken for.
COMMISSIONER STATON indicated that they actually have more demand than availability right now.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CK.MC, City -·------ORDINANCE NO. 04-19: SECOND READ ORDINANCE RELATING TO CEMETERY FEES AND CHARGES AN ORDINANCE REPEALING CHAPTER 8 CEMETERIES, ARTICLE III FEES AND CHARGES, SECTION 8-45 SCHEDULE, OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON
MOTION by Commissioner Staton, seconded by Commissioner Royster, that the ordinance be adopted.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: 26 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date thereto and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City Clerk______
ORDINANCE NO. 05-19: FIRST READ ORDINANCE AMENDING CHAPTER 22-TRAFFIC AND MOTOR VEHICLES AND CHAPTER 25-WATERWAYS AN ORDINANCE AMENDING CHAPTER 22, TRAFFIC AND MOTOR VEHICLES, DIVISION 2-PARKING, SEC. 22-62-LIMITED FREE PARKING, AND SEC. 22-64-FINES; AND AMENDING CHAPTER 25, WATERWAYS, ARTICLE II-SECOND STREET BOAT LAUNCHING FACILITY, DIVISION I-GENERALLY, SEC. 25-16-PARKING, DIVISION 2- BOAT LICENSE, SEC. 25-26-REQUIRED; EXCEPTIONS, SEC. 25-27-DUE DATE, SEC. 25- 28-ISSUANCE; TERM, SEC. 25-29-REGISTRATION STICKERS, SEC. 25-30-TRANSFER, SEC. 25-31-DISPOSITION OF FUNDS, SEC. 25-32-REFUNDS, SEC. 25-33-PENALTY, AND ELIMINATING IN ITS ENTIRETY SEC. 25-34-WATERCRAFT LAUNCHING, OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON
DAWN KELSEY, City Attorney, explained that under our current ordinances in order to launch a boat at either Hayes Boat Ramp or the Second/Third Street Boat Ramps, a Launch Permit is required to be placed on the trailer. At the time those ramps were designed, boats being launched from these sites were much smaller in length and sediment build-up was less noticeable. This ordinance will change the 'launch' permits to a parking permit that allows vehicles with boat/watercraft trailers and vehicles with boat/watercraft roof racks to park in the ramp areas; and to launch at their own risk. Also the Permit fee would increase from $25.00 to $30.00 to help defray some of the cleanup costs to keep the ramps cleared from flooding debris.
WILLIAM L. "BUZZY" NEWMAN, JR., City Manager, indicated that over the past several years the City has received complaints from people who have the Launch Permits and have encountered sediment build-up in the river causing damage and maintenance issues to their boat motors. Part of the process of clearing that sediment requires permitting from the Corps of Engineers, specialized dredging equipment and a place to dispose of the dredged materials taken out of the river. This is quite a large expense and seems that it is required more and more often. The Corps has suggested an engineering project to help divert the flow along the perimeter of the river further out into the channel; however, it would be a very lengthy permitting process and very expensive at approximately $1 million.
MOTION by Commissioner Royster, seconded by Commissioner Vowels, that the ordinance be adopted.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the ordinance adopted on its first reading and ordered that it be presented for a second reading at a meeting of the Board of Commissioners. 27 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
RESOLUTIONN0.19-19 RESOLUTION OF THE BOARD OF COMMISSIONERS OF THE CITY OF HENDERSON ESTABLISHING THE CREATION OF A SYRINGE ACCESS EXCHANGE PROGRAM BY THE GREEN RIVER DISTRICT HEALTH DEPARTMENT
MOTION by Commissioner Staton, seconded by Commissioner Royster, to adopt the resolution of support to allow the establishment of a Syringe Access Exchange Program by the Green River District Health Department.
COMMISSIONER BUGG indicated that it was important to mention that this program in no way increases drug use.
MAYOR AUSTIN indicated that the program is designed to decrease the spread of disease and to give needed counseling and encouragement to those that participate in the exchange program to get them help to get off drugs.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- ,Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City Clerk______
RESOLUTION NO. 20-19 RESOLUTION ADOPTING AND APPROVING THE EXECUTION OF SUPPLEMENTAL AGREEMENT NO. 3 BETWEEN THE CITY OF HENDERSON AND THE COMMONWEALTH OF KENTUCKY TRANSPORTATION CABINET, DEPARTMENT OF HIGHWAYS, MODIFYING THE PROJECT SCOPE
WILLIAM L. "BUZZY" NEWMAN, JR., City Manager, reported that this supplemental agreement has to do with the last project involved in the Riverfront Grant funding. This was the first time the Kentucky Transportation Cabinet has dealt with this type of issue of using these funds in an industrial park and the issues of how funds are used that are received from the sale of properties and the perpetual maintenance of right-of-ways and unsold properties.
MOTION by Commissioner Staton, seconded by Commissioner Royster, authorizing the execution of Supplemental Agreement #3 of the Riverfront Development Agreement with the Kentucky Transportation Cabinet, Department of Highways, to modify the project scope relating to the sale of lots and maintenance of right-of-way and unsold lots in the new industrial park.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye: 28 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
WHEREUPON, Mayor Austin declared the resolution adopted, affixed his signature and the date thereto, and ordered that the same be recorded. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City Clerk ______
MUNICIPAL ORDER NO. 08-19 MUNICIPAL ORDER AWARDING BID FOR PURCHASE OF FOUR (4) PATROL/PURSUIT VEHICLES (GROUP A) IN THE AMOUNT OF $134,656.00; AND FOR ONE (1) SEDAN (GROUP B) TO STERNBERG, INC. OF JASPER, INDIANA IN THE AMOUNT OF $26,566.00 FOR THE POLICE DEPARTMENT
MOTION by Commissioner Royster, seconded by Commissioner Vowels, to adopt the municipal order awarding the bid for purchase of four 2018 Dodge Charger police patrol/pursuit vehicles in the amount of $134,656.00; and the purchase of one 2019 Dodge Charger 4-door sedan in the amount of $26,566.00 for the Police department to Sternberg, Inc. of Jasper, Indiana, in strict accordance with the bid as submitted pursuant to Bid Reference 19-06.
HEATH COX, Police Chief, indicated a total of $14,000.00 has been spent so far on keeping the old vehicles running until these replacements come in.
DISCUSSION WAS HELD relating to the equipment included in this purchase as well as the in-car and body-worn camera equipment being moved to the new vehicles thereby reducing overall costs.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. Isl Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City Clerk ______
MUNICIPAL ORDER NO. 09-19 MUNICIPAL ORDER A WARDING BID FOR PURCHASE OF POLICE UNIFORMS AND ACCESSORIES TO SUMMIT UNIFORMS OF NASHVILLE, TENNESSEE IN THE AMOUNT OF $30,697.21
MOTION by Commissioner Staton, seconded by Commissioner Royster, to adopt the municipal order awarding the bid for the purchase of uniforms and accessories for the Police department to Summit Uniforms of Nashville, Tennessee, in the estimated amount of $30,697.21, in strict accordance with the bid as submitted pursuant to Bid Reference 19-07. The contract serves as an open requirement order to meet an unknown quantity and type of uniform apparel.
HEATH COX, Police Chief, indicated that two vendors responded and both were out of Tennessee with no previous experience with either. 29 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON, Mayor Austin declared the municipal order adopted, affixed his signature and the date thereto, and ordered that the same be recorded. /s/ Steve Austin Steve Austin, Mayor ATTEST: February 19, 2019 Maree Collins, CKMC, City
REPORTS:
DAWN KELSEY, City Attorney, reported that she and Code Enforcement staff had been working on a list of properties to include in an upcoming mass foreclosure for liens and unpaid property taxes and wanted to confirm that there were no objections with moving forward with the foreclosures before spending more time finalizing the project.
DISCUSSION WAS HELD regarding the criteria for the list of unpaid property taxes that it would include properties with multiple years of unpaid taxes; and that the City does not sell tax bills, the County does, but not the City.
No objections were voiced to proceeding with the project.
TRACE STEVENS, Parks, Recreation and Cemeteries Director, indicated that he needed to make a clarification on an answer he had given Commissioner Bugg at a previous meeting relating to grave capacity at Fairmont and Femwood cemeteries. He had mistakenly given the answer as to three and it should be two; one adult vault burial with either one cremated remains or one infant casket; or two infants; or two cremains.
APPOINTMENT: Municipal Housing Commission: Mr. James Hickerson - Term to Expire September 30, 2022
Motion by Commissioner Royster, seconded by Commissioner Bugg, upon recommendation of Mayor Steve Austin, to appoint Mr. James Hickerson to fill the unexpired term of Thomas Platt on the Municipal Housing Commission. Said term to expire September 30, 2022.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye: 30 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
APPOINTMENT: City/County Airport Board: (Joint City-County Appointment) Mr. Glen Stone - Term to Expire January 5, 2021
Motion by Commissioner Bugg, seconded by Commissioner Royster, upon recommendation of Mayor Steve Austin, to appoint Mr. Glen Stone to fill the unexpired term of Steve Bennett on the City/County Airport Board. Said term to expire January 5, 2021.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
RE-APPOINTMENT: Board of Zoning Adjustment: Mr. Rob Toerne - Term to Expire February 24, 2023
Motion by Commissioner Staton, seconded by Commissioner Royster, upon recommendation of Mayor Steve Austin, to reappoint Mr. Rob Toerne to a term of four years on the Board of Zoning Adjustment. Said term to expire February 24, 2023.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
APPOINTMENT: City/County Human Rights Commission: Mr. JeffReininga-Term to Expire June 30, 2020
Motion by Commissioner Royster, seconded by Commissioner Staton, upon recommendation of Mayor Steve Austin, to appoint Mr. Jeff Reininga to fill the unexpired term of Estefania Solorza Wirey on the City/County Human Rights Commission. Said term to expire June 30, 2020.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
MEETING ADJOURN:
MOTION by Commissioner Staton, seconded by Commissioner Royster, to adjourn the meeting. 31 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Special Called Meeting on February 19, 2019
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WITHOUT OBJECTION, Mayor Austin declared the Meeting adjourned at approximately 5:55 p.m.
ATTEST: Steve Austin, Mayor March 26, 2019
Maree Collins, CKMC City Clerk 32 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Work Session Meeting on February 19, 2019
A Work Session of the Board of Commissioners of the City of Henderson, Kentucky, was held on Tuesday, February 19, 2019, immediately following a special called meeting that began at 5:00 p.m., in the third floor Assembly Room, Municipal Center, 222 First Street, Henderson, Kentucky.
There were present the Mayor Steve Austin presiding.
PRESENT: Commissioner Patti Bugg Commissioner X R. Royster, III Commissioner Bradley S. Staton Commissioner Austin P. Vowels
CITY STAFF MEMBERS included William L. "Buzzy" Newman, Jr., City Manager; Dawn Kelsey, City Attorney; Maree Collins, City Clerk; Donna Stinnett, Public Information Officer; Holli Melton, Administrative Intern; Robert Gunter, Finance Director; Dawn Winn, Assistant Finance Director; John Stier, Accounting Manager; Trace Stevens, Parks & Recreation Director; Heath Cox, Police Chief; Brian Williams, Public Works Director; Scott Foreman, Fire Chief; Connie Galloway, Human Resources Director; Greg Nunn, Information Technology Director; Ray Nix, Code Administrator; Dylan Ward, Project Manager; Theresa Richey, Development Liaison; and Mike Richardson, Reserve Police Officer.
THE FOLLOWING AGENDA ITEMS WERE DISCUSSED:
1. Fiscal Year 2019 Mid-Year Budget Review
../ Finance Director Robert Gunter reported that approximately 94.2% of all current property taxes that were billed were collected by year-end with an increase in revenue of$200,562.00 or 1.4%; a large increase in payroll in July due to an early payment; the unemployment rate increased slightly from 3.4% in December 2017 to 3.5% in December 2018 with an estimated 93 increase of employed over the same time period; franchise taxes were down $186,865.00 or 34.9%, however last year's payments were well ahead of the previous year and even with a decrease, payments received this year were still $180,864.00 higher than what was received in December 31, 2016; no department is over the 50% mark in expenses; most expenses are tied to personnel with overall salaries up three tenths of one percent; employee pensions are anticipated to increase 14%; overall personnel expenditures increased by 3.9%; health insurance increased $229,257.00 or 10.3%; the General Fund will finish the first six months $744,336.00 under budget in personnel expenditures which equates to 96.3% of budget; total salaries could be $190,025.00 under budget and benefits could finish $554,311.00 under budget; the fire department's overtime is tracking to finish at 114.7% or $164,540.00 over budget or 71.2% of the estimated General Fund's overage; the fire department's operational salaries are also tracking to exceed budget by $45,525.00, with a combined $210,065.00 in estimated overages in salaries and due to the 35.34% contribution rate, the fire department's pension costs are also expected to exceed budget by $74,208.00; the police department's overtime is tracking to finish $52,254.00 or 130.2% over budget; the police department's total personnel expenditures is on track to finish $487,573.00 under budget; it is estimated that there were eight full-time vacant positions in the General Fund at the end of the month, which equates to 3.5% of the General Fund's budgeted positions; across all funds there were ten full-time and two part-time vacancies; health insurance claims averaged $126,199 per week compared to $105,683.00 last year and $96,970.00 the year before; he detailed the budget amendments - storm warning sirens, bunker gear, mural located at the Perch, ballistic vests, CMRS grant match, two buses ordered in a previous year, and grant and donation funds received for some of these 33 CITY OF HENDERSON - RECORD BOOK
Record of Minutes of A Work Session Meeting on ----"F'-'e=b=ru=a=ry..i-:.1=9_,,_,=2.=..01=9
projects along with Lakeland Detention Basin project; and to recap $105,000.00 increase in expenses with $56,000.00 coming from General Fund reserves. ,t' Discussion on Wathen Lane Bridge bids coming in over budget and how to fund the overages. ,.,, Discussion on Children's Kit Program funding donation-possibly matching up to $1,000.00 if like funds are obtained from the County and the School Board. This would take formal action at a future regular meeting. ,t' Mr. Gunter indicated that we are on track to spend at least $945,000.00 of reserves this fiscal year, $700,000.00 is for the new golf course. Moody's may have issues but we will be able to explain going from $10.2 million to $9 .3 million in reserves
NO FORMAL ACTION WAS TAKEN BY THE BOARD OF COMMISSIONERS.
2. Angel Program Update
,t' Commissioner Bugg explained that about a year and a half ago Brittney Garrett, Jeffersontown Police Department, gave a presentation on the Angel Program. Now that the new Police Chief has settled into his position, we would like to move forward with finding the resources to start our own program. ,.,, Police Chief Heath Cox reported that he had spoken with Brittney Garrett to get an idea of how their Program had progressed. She indicated that they received a grant in the amount of $50,000.00 for a social worker and will be relying less on Angels (volunteers) to provide those services. He suggested that we reach out to resources within the community to assess the issues and fit a program to our communities needs. ,.,, Discussion was held regarding including the County Sheriff's office, drug court, family court and others; that when J-town started their program the intent was to increase enforcement while offering an alternative path for treatment; and that other communities have similar programs, but each is set up for the specific issues in those communities.
NO FORMAL ACTION WAS TAKEN BY THE BOARD OF COMMISSIONERS.
MEETING ADJOURN:
MOTION by Commissioner Staton, seconded by Commissioner Bugg to adjourn.
The vote was called. On roll call, the vote stood:
Commissioner Staton ---- Aye: Commissioner Vowels --- Aye: Commissioner Bugg ----- Aye: Commissioner Royster -- Aye: Mayor Austin ------Aye:
WHEREUPON Mayor Austin declared the work session adjourned at approximately 6:55 p.m.
ATTEST: Steve Austin, Mayor March 26, 2019
Maree Collins, CKMC City Clerk, City Commission Memorandum 19-45
March 20, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager tu')J
SUBJECT: 2019 Kentucky Waste Tire Crumb Rubber Grant
The accompanying resolution authorizes submittal and acceptance, if awarded, of a 2019 Kentucky Waste Tire Crumb Rubber/Tire Derived Products grant in the amount of $46,085.00 from the Kentucky Division of Waste Management under the Waste Tire Market Development Crumb Rubber Grant Program.
The Waste Tire Market Development Crumb Rubber/Tire Derived Products Grant program provides financial assistance to projects that further the purposes of the Kentucky Waste Tire Program by developing waste tire derived products to benefit end use markets for waste tires generated in Kentucky. This program is part of an ongoing state effort to create high-use waste tire markets.
The proposed project would replace engineered wood fiber playground safety surface located in the Sunset Park playground area with poured-in-place surfacing. Placing protective playground surfaces is essential in preventing injuries associated with falls from playground equipment. The current wood fiber used in the majority of city park playgrounds must be routinely replenished to maintain the recommended depth for protection from injuries.
The $24,196.00 local match would include the 25% required match of materials and delivery and the full cost of installation of the surfacing for this $65,031.00 project. The grant application deadline is April 1 with award expected to be announced in June 2019.
If awarded the project would be completed in the FY2020 budget year. Your approval of the attached resolution is requested. c: Trace Stevens Dawn Winn Robert Gunter Park and Recreation Memorandum 19-5
March 15, 2019
TO: William Newman, City Manager
FROM: Trace Stevens, CPRP, Park and Recreation Director
SUBJECT: Grant Application for
The Parks and Recreation Department recommends that the city apply for the Crumb Rubber/Tire Derived Products Grant for Waste Tire Market Development for the 2019 cycle. This grant requires a 25% match from the city the remaining 75% provided by the grant. The cities match may be in cash or in kind services.
The grant covers crumb rubber derived from shredded Kentucky tires. If awarded this grant will help the parks and recreation department replace the playground safety surfacing in Sunset Park with poured in place surfacing. The surfacing is currently engineered wood fibers. This grant will specifically cover 75% of the cost and delivery of the shredded rubber used in the surfacing. The city is responsible for covering the remaining 25% of the cost as well as the full cost of the installation of the surfacing.
The complete cost of the installation is estimated to be $65,031. The City of Henderson is requesting $46,085 from this grant and will be providing $24,196 if we are awarded this grant. The grant winners are expected to be announced in June. This project is expected to require 24 tons of shredded rubber or the equivalent of 3000 tires.
This deadline to apply for this grant is April 1, 2019. c: Robert Gunter, Finance Director COMMONWEALTH OF KENTUCKY
CRUMB RUBBER/TIRE-DERIVED PRODUCTS GRANT for WASTE TIRE MARKET DEVELOPMENT 2019 APPL/CAT/ON
PURPOSE
This grant provides financial assistance to projects that further the purposes of the Kentucky Waste Tire Program by developing beneficial end-use markets for waste tires generated in Kentucky GENERAL INFORMATION
The cabinet is accepting grant proposals for projects that promote the use of recycled Kentucky waste tires in the form of crumb rubber or other tire-derived products that meet the criteria of the grant program.
This grant has focused on funding crumb rubber mulch for landscaping projects in recent years, but the cabinet is encouraging applicants to expand the scope of potential projects for this grant cycle. In addition to landscaping mulch projects, the cabinet will consider requests for: walking trails; pour-in-place playgrounds, sidewalks or other surfaces; horse trailer or stall mats; tree wells or other products utilizing recycled Kentucky tires.
Grant funding will not be awarded for athletic field or loose crumb rubber playground applications, tire derived aggregate, tire derived fuel, rubber modified asphalt, or civil engineering projects.
Applicants must meet the eligibility criteria set forth below, but may include:
• Private entities • Owners of commercial entities operating within the Commonwealth of Kentucky • Public school districts • Private schools • City and county governments • Entities operating public parks, and • State agencies.
This grant is a 75/25 match grant: the applicant shall provide match funding equal to at least 25% of the total cost of the project.
Grant funds may be used for the actual cost to purchase the crumb rubber or other tire derived products to be utilized in the project, plus actual transportation costs. Other costs, such as the cost to apply or install the product, or to publicize and promote the project, are not eligible for grant funding (but may be counted toward the applicant's match requirement).
This is an up-front approval/funding grant. No funding will be awarded for reimbursement of already completed projects.
If a county is ot..it of compliance with its Solid Waste Management Plan, no entity in that county is eligible to receive this grant.
No contractor, subcontractor, vendor, or supplier, or any employee or representative thereof, shall be an employee of the Applicant.
Funding for this grant is dependent upon the availability of money, not otherwise obligated, in the waste tire trust fund established in KRS 224.50-880. Grant applications must be received in this office by close of business (4:30 p.m.) on April 1, 2019. No applications will be accepted after April 1, 2019. One completed application and all supporting documentation must be submitted in order for the application to be considered. Please do not bind or staple the application. Mail, email or deliver your application to:
Division of Waste Management Waste Tire Program ATTN: Lisa Evans 300 Sower Boulevard, 2nd Floor Frankfort, KY 40601 [email protected] RESOLUTION NO. ---- RESOLUTION AUTHORIZING SUBMITTAL AND ACCEPTANCE OF GRANT APPLICATION TO KENTUCKY DIVISION OF WASTE MANAGEMENT UNDER THE WASTE TIRE MARKET DEVELOPMENT CRUMB RUBBER/TIRE DERNED PRODUCTS GRANT PROGRAM IN THE AMOUNT OF $46,085.00 TO BE USED BY THE PARKS AND RECREATION DEPARTMENT; AND AUTHORIZING MAYOR TO EXECUTE DOCUMENTS AND TO ACT AS AUTHORIZED CORRESPONDENT FOR THE PROJECT
WHEREAS, the City of Henderson desires to submit a grant application to the Kentucky Division of Waste Management under the Waste Tire Market Development Crumb Rubber/Tire Derived Products Grant Program in the amount of $46,085.00 to purchase poured-in place surfacing to replace the engineered wood fiber playground safety surface in Sunset Park; and
WHEREAS, the City Manager recommends that such grant application be made.
NOW, THEREFORE, BE IT RESOLVED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and the submittal of a grant application to the Kentucky Division of Waste Management under the Waste Tire Market Development Crumb Rubber/Tire Derived Products Grant Program for funds in the amount of $46,08500 to replace engineered wood fiber safety surfacing in Sunset Park, is hereby approved with a 25% match of $24,196.00 from the City if the grant is approved, and to accept the grant if it is awarded, and the Mayor is authorized to sign all necessary documents regarding this grant application and acceptance thereof, and is the authorized correspondent for the project.
On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood:
Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg:
WHEREUPON, Mayor Austin declared the Resolution adopted, affixed his signature and the date thereto and ordered that the same be recorded.
Steve Austin, Mayor ATTEST: Date: ------
Maree Collins, CKMC City Clerk City Commission Memorandum 19-46
March 20, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager W ~
SUBJECT: Joint City/County 2019-2020 Kentucky Pride Fund Recycling Grant Application
The accompanying resolution authorizes submission of a joint City/County grant application for a 2019-2020 Kentucky Pride Fund Recycling Grant to be used to enhance recycling of the local citizenry.
Grant dollars from the Kentucky Pride Fund, which is generated by a $1.75 fee for each ton of municipal solid waste disposed of in Kentucky landfills, are used to develop integrated recycling infrastructure and public education programs.
The grants require a 25 percent local match in the form of cash or "in kind" services, educational activities or advertising to promote the program from the cities or counties receiving the awards.
The City will use funds to develop and produce an educational video, utilizing the fire department fire prevention team and their puppets to educate students on Reduce/Reuse/Recycle; to provide materials for high school art students to paint a trailer to be used at local festivals, the Hazardous Waste Day, and the County Fair; to purchase educational materials and create games that focus on the three R's; and to purchase 50 additional 96-gallon recycling container to supplement the four thousand already in service within the City and select County Subdivisions. The enclosed letters of support detail the specific items the funds will be used for by each entity.
The application deadline for this grant is April 1, 2019. This grant requires a 25% local match of cash and/or in-kind services. Our portion of the local match includes in-kind services and volunteer man-hours. Your approval of the attached resolution is requested. c: Brian Williams Sam Lingerfelt 2019-2020 Kentucky Pride Fund Recycling Grant Application Instructions
PURPOSE: To leverage limited funds into efficient and cost effective projects that will help Kentuckians develop an integrated recycling infrastructure and recycling public education program.
Deadline Monday, April 1, 2019
Kentucky Energy and Environment Cabinet Department for Environmental Protection Division of Waste Management Recycling and Local Assistance Branch Recycling Assistance Section 300 Sower Blvd., 1st Floor Frankfort, Kentucky 40601 (502) 564-6716 FAX (502) 564-4245
www.waste.ky.gov
Energy and Environment Cabinet
December 2018 Page 1 of 6 Steve Austin, Mayor
Commissioners: PattiBugg X Robert Royster, III Bradley S. Staton m'.beq[ttp Austin P. Vowels of ~enberson P.O. Box 716 Henderson, Kentucky 42419-0716 William L. "Buzzy" Newman, Jr., City Manager HENDERSON Dawn S. Kelsey, Oty Attorney 2fu1t1bo11/J Maree Collins, City Clerk Jt;/o1$ Donna Stinnett, Public Information Officer/Community Relations Manager KENTUCKYHOME March 13, 2019
Re: 2020 State of Kentucky Recycling Grant
To Whom It May Concern:
The City of Henderson desires to enhance participation in recycling of the local Citizenry; to facilitate that the City is asking for grant funding to do the following:
• To develop and produce an educational video, utilizing the Henderson Fire Department Fire Prevention Team and their puppets. Once completed this program will be freely offered to all local elementary schools, along with information relating to "Reduce, Reuse, Recycle." The Henderson Fire Department has long term experience and has achieved success with their fire prevention efforts at the elementary school level, where change of habit has progressed for generations of local children that has continued as those children have grown into adulthood. We are hoping to do the same regarding "Reduce, Reuse, Recycle". • To fund the painting of a six by twelve foot trailer donated by the City; to purchase educational materials; and to create games that are focused on the three R's. The trailer will be painted by the local high school art department with the "Henderson Recycles" logo as well other earth friendly designs which they will create. This trailer will be used at multiple local festivals, at the County's "Hazardous Waste Day," and the County Fair. This trailer will be staffed at these events by local citizens and students who are concerned about the environment. There will be interactive games for elementary aged children to learn not only about recycling but also to promote the "Reduce, Reuse, Recycle" philosophy. • To purchase fifty, 96-gallon recycling containers which will supplement the four thousand or so containers already in service within the City and select County Subdivisions.
The City also supports Henderson County's portion for this Kentucky Pride Recycling Grant for the purchase of 25-cubic yard Pro-Trainer trailers to utilize in the Henderson County school system.
Steve Austin HendersonWilliam L. Newman
Discover your nature. March 13, 2019
Re: 2020 State of Kentucky Recycling Grant
To Whom It May Concern:
I'm writing in support of Henderson County's application for the Kentucky Pride Recycling Grant. Our goal with any Kentucky Pride Grant money received is to purchase several 25 cubic yard Pro-Trainer trailers to utilize in our school system. Current containers being utilized are over 25 years old. Along with the trailers, we are also planning a joint venture with the City of Henderson and the Henderson County High School to design and produce a recycling education trailer that can be used at the various schools along with other local festivals and events to promote the "Reduce, Reuse, Recycle" philosophy.
Henderson County Fiscal Court whole heartedly supports this effort and asks for your consideration of our request.
Sincerely,
Brad Schneider County Judge/Executive RESOLUTION NO. ---- RESOLUTION AUTHORIZING SUBMISSION OF A JOINT CITY/COUNTY RECYCLING GRANT APPLICATION AND LETTER OF SUPPORT FOR A 2019 -2020 KENTUCKY PRIDE FUND RECYCLING GRANT; AND AUTHORIZING MAYOR TO EXECUTE DOCUMENTS
WHEREAS, the City of Henderson and the County of Henderson desire to submit a joint application for a 2019-2020 Kentucky Fund Recycling Grant; and
WHEREAS, the City desires to develop an educational program "Reduce, Reuse, Recycle" to be freely offered to all elementary schools; to fund the painting of a six by twelve foot trailer which will be used at multiple local festivals and events to promote recycling within Henderson; and to purchase fifty (50) 96-gallon recycling containers to be placed within the City and select County Subdivisions; and
WHEREAS, the City and County has requested a letter of support for the grant application and believes that such grant application is in the best interest of the community; and
WHEREAS, the City Manager recommends that such grant application be made.
NOW, THEREFORE, BE IT RESOLVED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and the submittal of a joint City/County grant application to the Kentucky Pride Fund Recycling Grant is accepted and if the grant is approved, to accept the grant if it is awarded, and the Mayor is authorized sign all documents including a letter of support.
On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood:
Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg:
WHEREUPON, Mayor Austin declared the Resolution adopted, affixed his signature and the date thereto and ordered that the same be recorded.
Steve Austin, Mayor ATTEST: Date: ------
Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS ...2L_ DAY OF MARCH, 2019.
By,~lf l~ City Attorney
2 City Commission Memorandum 19-47
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager /)/?-~
SUBJECT: Property Reassessment Moratorium for 117 North Main Street
The accompanying resolution grants a property reassessment moratorium to Kenneth and Linda Floyd for property located at 117 North Main Street.
The City received an application for a property tax reassessment moratorium for real property improvements at the subject property. This property is zoned Central Business District and is over twenty-five (25) years old with its primary purpose and use to be commercial office on the first floor and residential on the second floor and therefore it qualifies under Article VI of Chapter 21 of the Code of Ordinances and Central Business District zoning regulations relating to residential uses. The reassessment moratorium results in the deferring of the added value of the improvements from the taxable assessment of the property for the first five years following improvement. The property complies with all eligibility requirements of the program.
The applicant proposes renovations of approximately $160,000.00 for the renovation of the first floor space and the addition of an apartment to be used as the owner's residence on the second floor.
The program is authorized by KRS 99.600 and is established in Chapter 21, Article VI, of the Code of Ordinances. The application has been submitted under the policy as amended by the Board of Commissioners in October 2018 and evaluation of the property has been completed by the Property Valuation Administrator.
Your approval of the attached resolution is requested.
c: Robert Gunter !(LC, tY-/II I "1 f A
City of Henderson NOTE: This lbrm must be filed wilh the Kentucky Cfy Managets o/rice,222 1st streetHenderson. KY. at least 30 da)III plior to ,est0!1lUonor Application For repair work begins. Assessment Moratorium Certificate
Henderson County Kentucky Date Submitted
1. Name(s) and
2. Zoning Designation: ______a. b. Age of property
d. General description of proposed use
e. Time schedule for completion of project
g. Applicant's estimate of Total Costs of rehabilitation or repair $ ___ A_~_()-.,,...=(:Jc.-C'l_c)______h. Applicant's estimate of fair cash value of property as of the date ofapplication $ -~A.-~_.S;-'l_<'_rJ_c.J______
AFFIDAVITAND OATH
Date
Signature ofApplicant Date
Signature of Applicant Date
Property Valuation Administrator's Appraisal$ Date! I
This application is: 0Approved Disapproved (Attach resolution of approval or letter of denial) Date (ORDINANCE AND PROCESS/POLICY ATT ACHED) RESOLUTION NO. ---- RESOLUTION GRANTING PROPERTY REASSESSMENT MORATORIUM FOR LINDA AND KENNETH FLOYD FOR PROPERTY LOCATED AT 117 NORTH MAIN STREET, HENDERSON KY
WHEREAS, pursuant to Article VI of Chapter 21 of the Code of Ordinances of the City of Henderson, the City may grant a five year tax reassessment moratorium for qualifying units of real property zoned as Central Business District of the City; and
WHEREAS, Linda and Kenneth Floyd, P.O. Box 158, Poole, KY 42444, have made application for such reassessment moratorium for the improvements made to their property located at 117 North Main Street, Henderson, Kentucky; and
WHEREAS, the property complies with all of the eligibility requirements of the moratorium program and the City Manager recommends that the application be approved.
NOW, THEREFORE, BE IT RESOLVED by the City of Henderson, Kentucky, that the recommendation of the City Manager is accepted, and the application for a property tax reassessment moratorium submitted by Linda and Kenneth Floyd for the improvements to be made at 117 North Main Street, Henderson, Kentucky, is hereby granted.
On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood:
Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg:
WHEREUPON, Mayor Austin declared the Resolution adopted, affixed his signature and the date thereto and ordered that the same be recorded.
Steve Austin, Mayor ATTEST: Date: ------
Maree Collins, CKMC, City Clerk
APPROVED AS TO FORM AND LEGALITY THIS J!1__DAY OF
MARCH,!/19. , ~. .· .# , By: A ldd. ::1--?y; Dawn S. Kelsey City Attorney City Commission Memorandum 19-49
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners J FROM: William L. "Buzzy" Newman, Jr., City Manager ~N
SUBJECT: Stormwater Management System Maintenance Agreement - 2810 Highway 41 North
The accompanying municipal order accepts a Stormwater Management System Maintenance Agreement at 2810 Highway 41 North between Ridge Investment Group, LLC, Henderson Water Utility, and the City; and authorizes the Mayor to execute the Agreement.
Under the permit for the operation of the Municipal Separate Storm Sewer System (MS4), HWU is required to regulate stormwater runoff from new development and redevelopment. Ridge Investment Group, LLC, has purchased the site of the former Los Toribios restaurant and is redeveloping that property as a Dollar Tree store. As part of their stormwater treatment system, they are installing a "water quality trench" and some brick pavers, which will direct some stormwater runoff into the surrounding ground.
Perpetual maintenance of these improvements is a requirement of the MS4 permit and is codified in Chapter 23 of the City's Code of Ordinances. This Agreement provides for the perpetual maintenance of certain permanent components of the private Stormwater Management System. The requirements of the Agreement run with the property and are binding upon the current owner, their heirs, executors, successors, and assigns.
The Henderson Water & Sewer Commission, at its meeting on February 18, 2019, approved the Agreement.
Mr. Tom Williams, Henderson Water Utility General Manager will be in attendance to answer any questions you may have regarding this Agreement. Your approval of the attached municipal order is requested. c: Tom wrnliams HWU ~ 270.826.2421 W www.hkywater.org 9 111 Fifth Street Henderson Water Utility Henderson, KY 42420 WATER • WASTEWATER • STORMWATER
Date: 14 March 2019
Memo To: Mayor Steve Austin Henderson City Commissioners
From: Tom Williams, P.E. - ? ~ • HWU General Manager I - ~ Subject: Stormwater Maintenance
Under our permit for the operation of the Municipal Separate Storm Sewer System (MS4), we are required to regulate stormwater runoff from new development and redevelopment. Ridge Investment Group, LLC, has purchased the site of the former Los Toribios restaurant at 2810 Highway 41 North, and is redeveloping that property as a Dollar Tree store. As part of their stormwater treatment system, they are installing a "water quality trench" and some brick pavers, which will direct some stormwater runoff into the surrounding ground.
Perpetual maintenance of these improvements is a requirement of the MS4 permit and is codified in the City Code of Ordinances at Chapter 23-27.5 (i). To ensure this, the attached agreement between Ridge Investments and the City must be recorded as a legally binding and searchable document.
We request that the Commission process an order or resolution approving same and authorizing the Mayor to sign on the City's behalf. We will then have the document recorded. If you have any questions or need further information on this or any other subject, please feel free to call me at 270.826.2421 {Office) or 270.823 .2573 (Cell).
Cc: Eric Shappell, HWU Attorney Wm. L. "Buzzy" Newman, City Manager Dawn Kelsey, City Attorney MUNICIPAL ORDER. ---- MUNICIPAL ORDER ACCEPTING STORMWATER MANAGEMENT SYSTEM MAINTENANCE AGREEMENT AT 2810 HIGHWAY 41 NORTH BETWEEN RIDGE INVESTMENT GROUP, LLC, HENDERSON WATER UTILITY, AND THE CITY OF HENDERSON AND GIVING THE MAYOR AUTHORITY TO EXECUTE THE AGREEMENT.
WHEREAS, under the City's Sewer Use Ordinance [Sec. 23-27.S(i)], the Owner is responsible for the maintenance and repair of the storm water management system on its property in perpetuity; and
WHEREAS, the Agreement provides for perpetual maintenance of certain Permanent Components of the private Stormwater management system for the property currently owned by Ridge Investment Group, LLC at 2810 Highway 41 North, PV A ID #55F-96; the requirements of the Agreement run with the property and are binding upon the current owner and their heirs, executors, successors, and assigns; and
WHEREAS, at the February 18, 2019 meeting the Water and Sewer Commission accepted the attached Stormwater Management System Maintenance Agreement for the stormwater management system currently owned by Ridge Investment Group through HWU Resolution 2019-06 and recommended that the City of Henderson accept this agreement.
NOW, THEREFORE, BE IT ORDERED, by the City of Henderson, Kentucky, that Stormwater Management System Maintenance Agreement for 2810 Highway 41 North (PVA ID #SSF-96) is accepted and the Mayor is authorized and directed to execute the agreement on behalf of the City.
On motion of Commissioner , seconded by Commissioner ______, that the foregoing Municipal Order be adopted, the vote was called. On roll call the vote stood:
Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: --- Mayor Austin: Commissioner Bugg:
INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING and Mayor Austin, affixed his signature and the date thereto and ordered that the same be recorded.
Steve Austin, Mayor ATTEST: Date: ------
Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS _jJ_DAY OF MARCH 2019.
By: Dawn S. Kelsy City Attorney HENDERSON WATER AND SEWER COMMISSION RESOLUTION OF THE BOARD OF COMMISSIONERS
Resolution No. 2019 - 06 Acceptance of Stormwater Management System Maintenance Agreement - 2810 Highway 41 North
The following Resolution was duly adopted by the Board of Commissioners of the
Henderson Water & Sewer Commission at a regular meeting held on Monday, 18 February 2019, at which meeting a quorum was present.
BE IT RESOLVED,that the Henderson Water and Sewer Commission by and through its
Board of Commissioners under the authority granted to the Board of Commissioners under
Chapter 23 Article II Division 3 Sections 23-36 through 23-45.2 of the City Code of Ordinances hereby recommends to the Board of Commissioners of the City of Henderson, Kentucky, that the
City of Henderson accept the attached Stormwater Management System Maintenance
Agreement herewith transmitted to the City, as required by City Code of Ordinances section 23-
27.5 (i), and as recommended by the staff of the Water and Sewer Commission, and that the
Mayor and City Clerk be authorized to sign on the City's behalf.
This Agreement provides for perpetual maintenance of certain Permanent Components of a private Stormwater Management System for property currently owned by Ridge Investment
Group, LLC, at 2810 Highway 41 North, PVA ID# 55F-96. The requirements of the Agreement run with the property and are binding upon the current owner and their heirs, executors, successors, and assigns.
The General Manager is hereby authorized to deliver this Resolution to the City of
Henderson. IN WITNESS WHEREOF, having come before the Board of Commissioners on Monday, 18
February 2019, and upon Motion made by Commissioner Julie Wischer , and seconded by Commissioner George Jones , the Board of Commissioners voted as follows:
Commissioner, Paul Bird, Jr. X Commissioner, George Jones, Ill X Commissioner, John Henderson X Commissioner, Gary Jennings X Commissioner, Julie Wischer X -\-__./~-::,~ .....
Tom Williams, P.E. General Manager Henderson Water Utility STORM WATER MANAGEMENT SYSTEM MAINTENANCE AGREEMENT
THIS AGREEMENT ("Agreement") entered into this '2.t>t~ay of (-'t,\,t\" ..,.r-y , 20Ji by and between \?i(,{~ ~ \nve.s::\:rotNJi'"C~, LL C.. (the "Owner"), whose address is /fbeX,64.trVMv GLl?J,.J CT. CM~ap )S\o (,:,)on and HENDERSON WATER UTILITY, 111 Fifth Street, Henderson: Kentucky, 42420; CITY OF HENDERSON (the "City"), 222 First Street, Henderson, Kentucky, 42420 collectively, the "Parties".
Site Legal Description. The Property subject to this agreement is legally described as follows: [55F-96, DB 619 & Pg. 593] City of Henderson, Henderson County, Kentucky, located at 2810 Highway 41 North.
1. Permanent Components of the Storm Water Management System Pursuant to the City's Sewer Use Ordinance (Sec. 23-27.S(i)) and this agreement, the Owner is responsible for satisfying the provisions of this agreement throughout the Property for maintaining the storm water management system in perpetuity.
The storm water management system for the property consists of the following management practices or components: 103ft Long x 6ft Wide Graded Rock, Pea Gravel, or Course Sand Water Quality Trench With 103ft LF of6" Perforated Sch 40 PVC. Overflow from the WQ Trench to Daylight into Ditch South of the Site. Roof Drains Tied into PVC.
Brick Pavers in some Parking Stalls (Approximately 12% of the Site.)
2. Inspection and Maintenance Schedule All components of the storm water management system shall be inspected by the Responsible Party at least annually; and within 72 hours following any major storm or flood event of sufficient intensity or duration to pose significant risk of damage to the system.
3. Right of Inspection The Henderson Water Utility and the City of Henderson have the right to enter the Property to inspect the storm water management system at its discretion.
4. Binding Agreement All provisions of this Agreement, including the benefits and burdens hereunder, run with the property and are binding upon and inure to the benefit of the parties hereto and their heirs, executors, successors and assigns.
5. Amendment; Termination This Agreement may be amended or terminated by a document signed by the Owner and the City.
C:\Users\Chris_Wynn\Downloads\STORM WATER MANAGEMENT SYSTEMMaintenance Agreement (2}.docx Page 1 of 4 12/30/2014 6. Requirement to Record This Agreement and any subsequent amendments thereto shall be recorded at the Henderson County Court Clerk's office.
7. Assignment Owner's obligations may not be assigned to another party without the prior written consent of City except that such consent is not required when Owner transfers fee simple title to a buyer who will assume the maintenance responsibilities of the Owner.
8. Indemnity Each Party agrees to indemnify and hold the other, its officers, agents and employees harmless from liability resulting from the negligent acts or omissions pertaining to the activities to be carried out pursuant to the obligations of this Agreement; provided, however, that neither Party shall not hold the other harmless from claims arising out of the negligence or willful malfeasance of the other, its officers, agents, or employees, or any person or entity not subject to the other's supervision or control.
9. Severability If any court or competent authority finds that any provision of this agreement ( or part of any provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the extent required, be deemed to be deleted, and the validity and enforceability of the other provisions of this agreement shall not be affected.
FOR THE HENDERSON WATER UTILITY
IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.
THE OWNER: RIDGE INVESTMENT GROUP, LLC
By: =R_s:)&:-- Name: f6fANT. k:r--sei.. Title:------JlAevvt/:;> e( Date: __ 2_/_2_,_o /_1_c; ____ _
C:\Users\Chris_Wynn\Downloads\STORM WATER MANAGEMENT SYSTEM Maintenance Agreement (2).docx Page 2 of4 12/30/2014 STATE OF MISSOURI ) ) ss. COUNTY OF ST. LOUIS ) 6-Y'~ The foregoing instrument was signed, sworn to, and acknowledged before me, a Notary Public, by €'I o,.n 'i(: \$~ , , known to me to be a Member of Ridge Investment Group, LLC, this the "2o1'hday of Fe~ 20_.li.
ANNAEMILIA WYNN ~~(M Notary Public, Notary Seal Notary Public, State of Missouri ~ State of Missouri My Commission Expires: o g . og· 2.o '2..I Greene County Commission f 17120644 . . ~.t:mmlsslon Expires 08-08-2021
C:\Users\Chris_Wynn\Downloads\STORM WATER MANAGEMENT SYSTEM Maintenance Agreement (2).docx Page 3 of4 12/30/2014 HENDERSON WATER UTILITY CITY OF HENDERSON By: ______::f~:£ Name:------Title: ------Date: J-;2(r ;)..(!)19 Date:------
COMMONWEALTH OF KENTUCKY ) ) ss. COUNTY OF HENDERSON )
The foregoing instrument was signed, sworn to, and acknowledged before me, a Notary Public, by R. Paul Bird, II, known to me to be the Chairman of the Water and Sewer Commission of the City of Henderson, Kentucky, this the d.l, ~ day of te.bruu~, 20 /q. l~a./3Mwrv Notary Public, Commonwealth of Kentucky My Commission Expires:J.)~ ~2,7- _ . J/01"'-V'fID b'12'f7S-
COMMONWEALTH OF KENTUCKY ) ) ss. COUNTY OF HENDERSON )
The foregoing instrument was signed, sworn to, and acknowledged before me, a Notary Public, by Steve Austin, known to me to be the Mayor of the City of Henderson, Kentucky, a municipal corporation, this the day of , 20_.
Notary Public, Commonwealth of Kentucky My Commission Expires:______
THIS INSTRUMENT WAS PREPARED BY:
Tom Williams, General Manager Henderson Water Utility 111 5th Street Henderson, KY 42420
C:\Users\Chris_Wynn\Downloads\STORM WATER MANAGEMENT SYSTEM Maintenance Agreement (2).docx Page4 of4 12/30/2014 City Commission Memorandum 19-50
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager tJ?N
SUBJECT: Purchase of Pickup Truck- HART
The accompanying municipal order authorizes the purchase of a 2019 Dodge RAM 1500 standard cab four-wheel drive pickup truck from Gillie Hyde Chrysler, Inc. of Glasgow, Kentucky, in the low bid amount of $22,319.00.
The truck will be used by the Mass Transit (HART) division replacing a 2008 Ford F-150 truck that is being rotated to a different division which will dispose of another vehicle.
Bid packages were sent to 12 vendors, with seven bids received from six vendors. The low bid of $22,319.00 fully complies with the bid specifications and award is recommended accordingly.
Sufficient funds are available in the Fiscal 2019 budget for this purchase. Your approval of the attached municipal order is requested.
c: Brian Williams Brenda Wethington Dawn Winn Public Works Memorandum 19-06
March 13, 2019
To: William L "Buzzy" Newman Jr., City Manager
From: Brian Williams, Public Works Director ~ Brenda Wethington, Transit Superintendent ~
Subject: Bid Reference No. 19-15 2019 or Newer Standard Cab 4 WD Pickup
Bids opened March 12, 2019 were as follows:
Town & Country Ford $28,300.00
D-Patrick Nissan $27,498.00/cloth seats $28,397.00/ vinyl seats Dempewolf Ford $27,657.00
Gillie Hyde Ford, Inc. $27,285.00
Sternberg, Inc $25,584.00
Freeland Automotive $23,872.00
Gillie Hyde Chrysler $22,319.00
This bid is for one (1) 2019 or Newer Standard Cab 4 WD pickup. I recommend that Bid Reference No. 19-15 in the amount of $22,319.00 be awarded to Gillie Hyde Chrysler, Inc, Glasgow, KY. This vehicle will replace unit 015-127, 2008 F-150 and it will be utilized by another City Department. (.) z CITY OF HENDERSON, KENTUCKY - ti' w 0 BID TABULATION SHEET w > () a::: _J ~ z 0 en - LL 0 0 BID REFERENCE NO.: 19-15 ~ ci z >- ~ 0 () a::: a::: >- <( a::: :c 0 Cl) z I- z I- z f2 ~ Cl) - DATE BID OPENED: 03/12/19 :) - LL >- z- ~~ <( z (9 () w~ LL z- Zw :) - Cl ~ 0 1-_ a:::z 0 - ...Jo ~ _J 0~ 3: () :::! () _J APPROVAL DATE: >- ZI w- >- s :c 0 <( () CD - IO ~~ -> ~> Zn::: ww a::: Cl) w (!) _J 0 w (9 z Cl) w _ - Cl) Cl. 0 -_J en
Standard Cab 4WD Pickup $22,319.00 $23,872.00 $25,584.00 $27,285.00 $27,657.00 $27,498/cloth $28,300.00
$28,397 /vinyl
Other Bidders Contacted: Bids Opened & Recorded By: Bids Reviewed By: Audubon Chrysler Center, Henderson Chevrolet-Chrysler, Paul Miller Ford, Bob Hook Chevrolet, Freedom Dodge i~ y " Chrysler Jeep.Browns Valley Trucking Equipment \ C, s.,""' L,J 11YvvJ Dawn Winn Brian Williams Leigh Anne Herr~ Brenda Wethington
~-..,:;, . AA - 06-01-14H City of Henderson, Kentucky Invitation to Bid
SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS
Bid Reference No. 19-15
MINIMUM REQUIREMENTS
• 2019 or Newer Model Standard Cab Pickup • Bed Length 96" min (8ft) • 4 WD (four wheel drive) • V8 engine • Automatic Transmission • ABS Brakes • Cruise Control • 40/20/40 Heavy Duty Vinyl Split Bench seat with Lumbar Support • A!C • AM/FM stereo with USB connection • Heated Mirrors • Power Door locks and Windows • Towing package with receiver trailer hitch • Spray-In Bed liner - inside sidewalls, tailgate and bed • Backup Camera • Color: White • Black wall tires
MISCELLANEOUS Each bidder shall furnish specifications, length of warranty, list of all features and delivery time required after receipt of order.
No dealership decals, logos or license plate frame shall be placed on the vehicle.
All bid prices shall include delivery to the Municipal Service Center, 1449 Corporate Court, Henderson, Kentucky.
- End of Section -
06-0I-14E 06-01-14! MUNICIPAL ORDER. --- MUNICIPAL ORDER A WARDING BID FOR PURCHASE OF 4WD PICKUP TRUCK TO GILLIE HYDE CHRYSLER, INC. OF GLASGOW, KENTUCKY, IN THE AMOUNT OF $22,319.00
WHEREAS, the City of Henderson has issued invitations to bid for the purchase of a 4WD pickup truck for the public works department; and
WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on March 18, 2019, with Gillie Hyde Chrysler, Inc., Glasgow, Kentucky, submitting the best bid, which bid the City Manager recommends be accepted.
NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Gillie Hyde Chrysler, Inc., 1415 Happy Valley Road, Glasgow, Kentucky 42141, for a 4 WD pickup truck in the amount of $22,319.00, in strict accordance with its bid as submitted pursuant to Bid Reference 19- 15.
On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood:
Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg:
INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the __ day of March, 2019.
Steve Austin, Mayor ATTEST: Date: ------
Maree Collins, CKMC, City Clerk
APPROVED AS TO FORM AND LEGALITY THIS 1~1DAY OF MARCH, 2019.
By: City Commission Memorandum 19-51
March 21, 2019
TO: Mayor Steve Austin and the Board of Commissioners
FROM: William L. "Buzzy" Newman, Jr., City Manager µ))-fl}
SUBJECT: Purchase of Polyamide Natural Gas Pipe
The accompanying municipal order authorizes the purchase of 2,800 feet of six inch polyamide natural gas pipe from Teel Plastics, Inc., Baraboo, Wisconsin, in the low bid amount of $77,728.00.
The pipe will be used for relocation of natural gas lines in support of the Ohio Drive Project.
Bid packages were sent to three vendors, with two bids received. Teel Plastics, Inc. was the lowest bidder and award is recommended accordingly.
Funds for this purchase will be reimbursed per the terms of the MOU between the City and the County relating to the Ohio Drive Project. Your approval of the attached municipal order is requested.
c: Owen Reeves Dawn Winn Gas Department Memorandum 19-09
March 19, 2019
TO: William Newman, City Manager
FROM: Owen R. Reeves, Gas System Director
SUBJECT: Pipe Award, Bid Reference 19-09
Bids were publicly advertised and received for pipe relocation in support of the Ohio Drive project. In addition to KRS 45A.365 requirements, language was also added per requirements of the grants. This project is being coordinated in concert with Henderson County. Two bids were received in accordance with requirements.
Award is recommended to the lowest bidder, Teel Plastics, Inc of Baraboo, Wisconsin for a delivered price of $77,728.00. The monies for this project are in the budget. Reimbursement will be provided as per terms of the MOU between the city and the county on the Ohio County Drive project. Work has already begun on the project by Henderson Municipal Gas forces. Delivery of the pipe is expected six weeks after the purchase order is approved. Installation of this phase of the project is expected around June and thus this project will carry over into the next fiscal year.
I plan to be in attendance to answer any questions regarding this award. ~f2.~Respectfully, Owen R. Reeves Gas System Director cc: City Attorney Finance Director CITY OF HENDERSON, KENTUCKY BID TABULATION SHEET u BID REFERENCE NO.: 19-09 z (/) (I) DATE BID OPENED: 02/26/19 u- Other Bidders Contacted: Bids_Doened & Recorded By: Bids Reviewed By: GEORG FISCHER CENTRAL PLASTICS LLC ~,~ \,L uJ~0 Dawn Winn Owen Reeves Lei~f1nn~ron ~i~-1 ~--- V 06-01-14H EDA Federal Award ID# 04-79-0724 7 City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-09 SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS All freight cost shall be included in the unit price of the pipe. All pipes shall be delivered to the City of Henderson's location as specified below. Henderson Municipal Gas requires delivery of this pipe by 4/15/2019. Must meet all requirements of PHMSA Plastic Pipe Final Rule 2018-24925 Specific Specifications • Polyamide 11 or Polyamide 12 Natural Gas pipe • 6" (six inch) Nominal Diameter pipe • 6.625" Outside Diameter • 200 PSIG MAOP design pressure • Polyamide 12 pipe must be manufactured per ASTM Standard F2785-12 • Polyamide 11 pipe must be manufactured per ASTM Standard F2945-12a • Polyamide 12 must have material designation code PA 42316 • Polyamide 11 must have material designation code PA 32316 • Must have Hydrostatic Design Base of 3150 PSI. • 40' (forty foot) long sections of stick pipe required • Pipe must be produced on or after January 22°ct, 2019 Shipping and Delivery • No product shall be offered for delivery unless prior arrangements have been made for personnel and equipment to be available to unload product. Such arrangements shall be made at least 24 hours prior to product being offered for delivery. The direct phone # for such arrangements is (270) 831-1227. • Delivery shall occur between 8:00 A.M. and 3:30 P.M. Local time Monday thru Fridays (excluding holidays) at 1449 Corporate Court, Henderson, Kentucky, or other location specified in purchase order. Page 9 Finance Department Phone: 270-831-1200 FAX: 270-831-1246 E-mail: [email protected] 2/19/2019 TO: All Prospective Bidders FROM: Dawn Winn, Assistant Finance Director SUBJECT: Bid Reference 19-09; Polyamide Natural Gas Pipe Addendum#l We are extending the Bid opening date until Tuesday February 26, 2019 at 2:30 p.m. Clarification: Specific Specifications • Minimum SDR 13.5 (achieving 200 PSIG MAOP design pressure) ~ rA.\J~ DawnM. Winn MUNICIPAL ORDER. ---- MUNICIPAL ORDER A WARDING BID FOR PURCHASE OF POLYAMIDE NATURAL GAS PIPE TO TEEL PLASTICS, INC., OF BARABOO, WISCONSIN, IN THE AMOUNT OF $77,728.00 WHEREAS, the City of Henderson has issued invitations to bid for the purchase of six inch (6") polyarnide natural gas pipe to be used by the gas department; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on February 26, 2019, Teel Plastics, Inc., of Baraboo, Wisconsin, submitting the best bid, which bid the City Manager recommends be accepted. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Teel Plastics, Inc., 1060 Teel Court, Baraboo, Wisconsin 53913 in the amount of$77,728.00, in strict accordance with its bid as submitted pursuant to Bid Reference 19-09. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the 26th day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------ Maree Collins, CKMC City Clerk APPROVED AS TO FORM AND LEGALITY THIS ,,,~~A Y OF MARCH, 2019. By: City Commission Memorandum 19-52 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager /l{) N SUBJECT: Award of Bid for Limestone Rock and Sand The accompanying municipal order authorizes the award of contracts for limestone rock and sand (Group A) to Mulzer Crushed Stone, Inc., Tell City, Indiana, Pine Bluff Materials Company, LLC, Henderson, and Rogers Group, Inc., Hopkinsville. The estimated value of the contracts are $180,685.00 Group A includes seven different sizes of aggregate, fill sand and mortar sand necessary for various construction and maintenance projects of the city. The one year contract extension was exercised for Group B, recycled concrete, earlier this year. Six firms were included on our mailing list and notified of this bid, with three firms responding. Items were bid for delivered by the vendor as well as for yard price for pick up by the City. Mulzer Crushed Stone, Inc. submitted the low bid for Items 1-7 for pick up and Items 5-6 delivered; Pine Bluff Materials Company, LLC submitted the low bid for Items 8-9 for pick-up and delivered; and Rogers Group, Inc. submitted the low bid for Items 1-4 & 7 delivered and award is recommended accordingly. The award will be for a one-year period through February 28, 2020, with a one-year extension option. This contract serves as an open requirement order and is a method to acquire commodities of an indeterminate amount and type at the lowest price. Your approval of the attached municipal order is requested. c: Dylan Ward Brian Williams Owen Reeves Trace Stevens Doug Boom Dawn Winn Tom Williams Chris Heimgartner Project Management Memorandum 19-04 March 19, 2019 TO: William L. "Buzzy" Newman, Jr., City Manager FROM: Dylan Ward, Project Manager t)'Aw SUBJECT: Bid Reference 19-11, Limestone Rock and Sand Bids were opened on February 26, 2019 for Limestone Rock and Sand. A complete bid tabulation sheet is attached. This bid is for the purchase and/or delivery of Limestone Rock and Sand for various city projects. In the bid for the purchase and/or delivery of Limestone Rock and Sand, the award will be for a 12-month period effective through February 28, 2020 with the option to extend for an additional 12-month period upon agreement by both parties. Listed below are the recommended awards for each of the individual line items. For materials picked-up by the City, only those vendors whose yard was within ten (10) miles from the center of the City were considered. For delivered materials, the lowest price was selected regardless of yard location Pick-Un Pick-Uu Price Delivered Delivered Item Descrintion Vendor (ner ton} Vendor Price (ner ton) 1 KYDGA Mulzer $ 16.30 Rogers Group $ 18.50 2 KY3s Mulzer $ 16.80 Rogers Group $ 19.70 3 KY 9-Ms Mulzer $ 19.10 Rogers Group $ 21.35 4 KY 57s Mulzer $ 16.80 Rogers Group $ 19.70 5 KY68s Mulzer $ 17.90 Mulzer $ 22.20 6 KY 610s Mulzer $ 16.30 Mulzer $ 20.60 7 Rio Rap 10" Mulzer $ 20.50 Rogers Group $ 23.05 8 Fill Sand Pine Bluff $ 5.00 Pine Bluff $ 7.25 9 Mortar Sand Pine Bluff $ 8.60 Pine Bluff $10.85 Therefore, I recommend that Bid Reference 19-11 Limestone Rock and Sand, be awarded according to the following: • Pick-up of items 1-7 and delivery of items 5-6 to Mulzer Crushed Stone, Inc., PO Box 249, Tell City, IN 47586. • Pick-up of items 8-9 and delivery of items 8-9 to Pine Bluff Materials Company, LLC, 621 South Main Street, Henderson, KY 42420. • Delivery of items 1-4, & 7 to Rogers Group, Inc., PO Box 1045, Hopkinsville, KY 42241. CITY OF HENDERSON, KENTUCKY 0 -' BID TABULATION SHEET 0 -' ~ ci c.o..... c.o u.i I ~ BID REFERENCE NO.: 19-11 z 0 00 0 Cl) ...... ,...00 -C I- -' w w Cl) Cl) <( 0 () o e DATE BID OPENED: 02/26/19 ii:' z z z Cl>- 0 - >- w 0. ~ w 0..- ~ w w 0:: 00 fl:: 00 n1 :::c :::> - w ..... w ..... Cl) APPROVAL DATE: Cl) ~~ LL 0 LL O ._ ~ - 0~ :::>z z a::: -' WN wNU a:::- LL 0 0:: >- 0:: >- ~ ACCEPTANCE FORM SENT: o:,: LL Cl) <.95 :::> (/) (/) C 0:: C 0:: ::::- a::: t: a::: - <( - <( Cl) WO -' w a:::~ ID ::, ID ::, Ill co 0 w~ .... 0:: .... 0:: nl ~ -' Wz (:) a.. en ID en ID f :::> -' ~w 00 <( w <( w u ~I::! a.. :::c 0::: :::c ..J LL ..J LL .:: Description Yard Price Delivered Yard Price Delivered Yard Price Delivered Yard Price Delivered Price Price Price Price 1 KY DGA- 4,000 tons $16.30 $4.30 no bid $9.25 $9.25 $14.30 $18.25 12.88% I I I I KY 3s 700 tons I I 2 $16.80 I $4.30 no bid $10.45 $9.25 $14.40 I $18.35 14.99% I I 3 KY 9-Ms - 1,300 tons $19.10 $4.30 no bid $12.10 $9.25 $16.50 $20.45 14.43% 4 KY 57s - 900 tons $16.80 $4.30 no bid $10.45 $9.25 $14.00 $17.95 17.55% 5 KY 68s - 300 tons $17.90 $4.30 no bid no bid $15.45 $19.40 14.43% 6 KY 610s - 300 tons $16.30 $4.30 no bid no bid $14.30 $18.25 12.88% I I 7 Rip Rap 1O" - 400 tons $20.50 I $4.30 no bid $13.80 $9.25 $17.90 $22.85 8.53% I I I I I I Fill Sand - 2,000 tons I $9.25 $9.20 I $13.15 10.27% 8 $10.20 I $4.30 $5.00 $2.25 $9.20 I I I I I I I I I 9 Mortar - 1,000 tons $13.10 I $4.30 $8.60 $2.25 no bid $11.50 I $15.45 12.62% I I I Group A Total Delivered Cost ! $216,140.00 $187,015.00 15.57% I I I I I I I Other Bidders Contacted: Bids Opened & Recorded By: Bids Reviewed By: IRVING MATERIALS, INC, HAZEX CONSTRUCTION CO., INC, M BOWLING, INC Dawn Winn Dylan Ward Leigh Anne Herron Brian Williams 06-01-14H City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-11 SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS The City of Henderson is soliciting sealed bids for the purchase of various sizes of limestone rock and sand for use in projects throughout the city. For the purposes of this bid the term "City of Henderson" or "City" shall also include the Henderson Water Utility (HWU) and Henderson Municipal Power and Light (HMP&L). The successful bidder(s) will be awarded a contract based on these bid specifications effective through February 28, 2020. Upon written agreement by both parties the contract may be extended for an additional twelve (12) months. All provisions of the original contract shall apply. All material shall conform to Kentucky Department of Transportation specifications. It is not required for DGA material to be pug milled. "Delivered" shall include delivery to a job site anywhere in the city limits of Henderson. Fill sand must be free of angular rock or other contaminants. Any material that does not meet these requirements may be rejected. If material is not available from the low bidder within a reasonable time, the City, in order to fill its materials needs, shall have the right to purchase the necessary quantities from the next low bidder. If an emergency exists, the City retains the right to fill its materials needs strictly on the basis of availability. For material picked up by the City, the City reserves the right to purchase from the lowest priced vendor whose yard is less than ten (10) miles from the center of the City. The City shall not be billed by the successful bidder for any minimum tonnage charges. Rock and sand may be either picked up by the City at the vendor's yard or delivered by the vendor to various sites throughout the City of Henderson. Quantities picked up by the City shall be paid for at the yard price and quantities delivered by the vendor shall be paid for at the yard price plus the delivery charge. All questions may be directed to Dylan Ward, Project Manager, at (270) 854-2060. - End of Section - 06-0I-14E 06-01-141 MUNICIPAL ORDER. ---- MUNICIPAL ORDER A WARDING BIDS FOR PURCHASE OF LIMESTONE ROCK AND SAND, GROUP A TO MULZER CRUSHED STONE, INC., TELL CITY, INDIANA, PINE BLUFF MATERIALS COMPANY, LLC, HENDERSON, KY AND ROGERS GROUP, INC. OF HOPKINSVILLE, KY WHEREAS, the City of Henderson has issued invitations to bid for the purchase of limestone rock and sand Group A; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on February 26, 2019, with Mulzer Crushed Stone, Inc., of Tell City, Indiana, submitting the best bid for pick-up items 1-7 and delivery items 5-6; Pine Bluff Materials, LLC, Henderson, KY for pick-up items 8-9 and delivery items 8-9; and Rogers Group for delivery items 1- 4, and 7, for Group A which bids the City Manager recommends be accepted. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager are approved, and award is hereby made to Mulzer Crushed Stone, Inc., P.O. Box 249, Tell City, Indiana 47586; Pine Bluff Materials, LLC, 621South Main Street, Henderson, KY 42420; and Rogers Group, Inc., P.O. Box 1045, Hopkinsville, KY 42241 for Group A purchase of limestone rock and sand in strict accordance with their bids as submitted pursuant to Bid Reference 19-11. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: ---- Commissioner Vowels: --- Commissioner Pruitt: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the __ day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------ Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS LtJ DAY OF MARCH, le-19. ~ By: "4! awn~S.~clsey ~ City Attorney City Commission Memorandum 19-53 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager /N;JN SUBJECT: Award of Bid for Cement Concrete The accompanying municipal order authorizes the award of a bid to Irving Materials, Inc., Henderson, for cement concrete and related street repair commodities and Meuth Construction Supply, Inc. of Henderson, as an alternate supplier if the primary bidder is unable to meet the City's requirement for a two-hour delivery time. The contracts serve as an open requirement order and are a method to acquire cement concrete and related street repair commodities of an indeterminate amount and type at the lowest cost. Included in the award are 28-day concrete mix, three-day concrete mix, one day concrete mix, curb machine concrete and structural and non-structural control density fill. Bid information was sent to four vendors, with two bids submitted. Award is recommended accordingly. It is expected that the total amount to be expended under this contract will be approximately $187,115.00. The award will be for a one-year period effective through February 28, 2020, with a one year extension option. Your approval of the attached municipal order is requested. c: Dylan Ward Brian Williams Owen Reeves Doug Boom Dawn Winn Project Management Memorandum 19-02 March 5, 2019 TO: William L. "Buzzy" Newman, Jr., City Manager FROM: Dylan H. Ward, Project Manager1)\l\\P SUBJECT: Bid Reference 19-12, Cement Concrete for City Projects Bids were opened on February 26, 2019 for Cement Concrete for City Projects. The bids opened were as follows: Bidder Total Bid Price Irving Materials, Inc. $187,115.00 Meuth Construction Supply, Inc. $198,637.50 This bid is for cement concrete materials including 28-day concrete mix, 3-day concrete mix, 1- day concrete mix, curb machine mix, and both structural and non-structural control density fill. The award will be for a 12-month period effective through February 28, 2020 with the option for an additional 12-month extension upon agreement by both parties. The bid package states that "if the primary bidder is unable to meet the City's requirement for a two-hour delivery time, then the City has the right to take delivery from an alternate bidder for concrete material." Due to the time sensitive nature of some City projects, the potential for a two-hour delivery time can be critical. However, it is likely that regardless of the bidder there will be occasional instances when the primary bidder will be unable to meet the two-hour delivery time as required by the City for valid reasons such as plant issues. Therefore, I recommend that the City award both a primary and alternate bid for supplying concrete material as permitted in the bid package. I recommend that Bid Reference 19-12, Cement Concrete for City Projects, be awarded to the lowest evaluated bidder meeting the specifications, Irving Materials, Inc., 8135 Hwy 2084 South, Henderson, KY 42420 as the primary supplier for this contract. Furthermore, I recommend that Meuth Construction Supply, Inc., 703 stti Street, Henderson, KY 42420 be selected as the alternate supplier for cement concrete material under this contract. The alternate supplier shall only to be used when Irving Materials, Inc., is unable to fill a City order within the required time frame as outlined in the bid documents. CITY OF HENDERSON, KENTUCKY >-_J BID TABULATION SHEET n.. n.. :::> ...... U) I Q) BID REFERENCE NO.: 19-12 co 1/) z ..... (1J CJ 0 w ...Q) DATE BID OPENED: 02/26/19 z j:: 0 (.) 0 z Q) _j :::> w 0 <( >- 0:: 0:: co :::::' - :lt.:'. Q) APPROVAL DATE: I- ~ w..- en ffi " U) z LL 0 (1J I- z z WN ...Q) <( g 0 >- 0 0:: >- (.) ACCEPTANCE FORM SENT: Oz~ 0 0:: E ~e:::: - <( (!) w I <( W CD :::> 1: zC I- n.. 0 I- 0:: Q) -z :::>::?: z U) CD ~ >w wow . <( w Q) ~ :c 20I -l LL n.. Description Unit Price I Extension Unit Price Extension Unit Price I Extension Unit Price I Extension Unit Price I Extension I I I 28 Day 3500 PSI Cement Concrete (Class A/Type 1, I I I I I I A $105.00 I $4,200.00 $109.00 $4,360.00 I I $105.00 $4,200.00 0.00% Flyash - Stone) - Qty. 40 I I I I I I I 28 Day 4000 PSI Cement Concrete {Class A/Type 1, I I I I B $109.00 $49,050.00 $114.25 $51,412.50 I I $109.00 $49,050.00 0.00% S/C - Stone) Qty. 450 I I I I I 3 Day 4000 PSI Cement Concrete (Class AA/Type 1, I I $124.50 $6,225.00 I I C $114.00 $5,700.00 I I $114.00 $5,700.00 0.00% Flyash - Stone) Qty. 50 I I I I I I 1 Day 4000 PSI Cement Concrete Class M/Type 1, S/C I I D $124.25 $111,825.00 $133.00 $119,700.00 I I $125.60 $113,850.00 -1.07% I I - Stone) Qty. 900 I I I I I I Curb Machine Concrete (Class A/Type 1, curb, Flyash - I I E $105.00 $6,300.00 $109.00 $6,540.00 I I. $105.00 $6,300.00 0.00% Stone) Qty. 60 I I I I I I I Non-Structural, Control Density Fill (Flowable Fill for I I I I I I F $82.00 I $6,560.00 $85.00 $6,800.00 I I $82.00 $6,560.00 0.00% Pipe Backfill) Qty. 80 I I I I I I I I I I Structural, Control Density Fill (Flowable Fill for Bridge I I I I I $90.00 I $3,600.00 I I G $87.00 I $3,480.00 I I I $87.00 $3,480.00 0.00% End Bent Backfill) Qty. 40 I I I I I I I I I I I I I I I I I I I I 0.00% I I I I I I I I I I I I I I I I I I Total Bid Price I $187,115.00 l $198,637.50 I I $189,140.00 -1.07% I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I : I I I I ! ! I Other Bidders Contacted: Bid~Opened & Recorded By: Bids Reviewed By: CONCRETE SUPPLY LLC, MID WEST CONCRETE 0)~ 0~ DawQ Winn Dylan Ward Leigh Anne Herr,on Brian Williams 91 "~i)-vl._, U'J't'-,/lih /ii._... ·, 06-01-14H City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-12 SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS The City of Henderson is accepting sealed bids for cement concrete to be used on projects throughout the City of Henderson. These projects will include any work under the authority and responsibility of the City including, but not limited to streets, sidewalks, curbs, gutters, buildings, or any other work authorized by the Public Works Director, Project Manager, Henderson Water Utility (HWU) or Henderson Municipal Power and Light (HMP&L). For the purposes of this bid the term "City of Henderson" or "City" shall also include the Henderson Water Utility (HWU) and Henderson Municipal Power and Light (HMP&L). Preparation and control of concrete mixes shall be made in accordance with the following specifications: BATCHING May be performed at a batch plant, central mix plant, or in truck mixers. Truck mixers are defined to include trucks designed for mobile or on-site batching and mixing. PROPORTIONING The concrete mix shall be designed and furnished in accordance with the Kentucky Transportation Cabinet Standard Specifications for Roads and Bridges, except as noted herein, and meet the strength requirements of these specifications. The aggregates shall be proportioned to use the maximum percentage of coarse aggregate and the minimum percentage of fine aggregate which will produce a plastic workable mix, which will comply with the current Kentucky Transportation Cabinet Standard Specifications for Roads and Bridges, except as noted herein, and meet the strength requirements of these specifications. When the aggregates are drier than a saturated surface-dry condition or when the aggregates contain free moisture, proper adjustments shall be made for aggregate batch weights to compensate for any such conditions. The maximum free water content in the mix, including the surface moisture in the aggregates, shall not exceed 5.75 gallons per sack of cement. CONSISTENCY OF CONCRETE The mixture shall contain no more water than is necessary to produce a workable plastic concrete. The consistency of the concrete shall be continuously uniform and shall be measured in accordance with the "Slump Test" KM64-302-79. SPECIALCONDITIONS AND TECHNICAL SPECIFICATIONS Page 2 Unless otherwise specified, the slump shall not be less than two (2) inches nor more than four (4) inches for concrete to be placed without vibration. The slump shall not be more than two (2) inches when the concrete is to be vibrated during placement. AIR ENTRAINMENT Unless otherwise specified, the required air content of the concrete shall be 5 Yz +/- l Yz percent by volume. The entrainment of air may be accomplished by introducing at the mixer an approved air entraining mixture, by blending normal portland cement with natural cement having an air entraining agent interground, or by using an air entraining portland cement having an air entraining agent interground. Air content shall be tested as per the appropriate method described in the Kentucky Methods manual. STRENGTH OF CONCRETE The minimum compressive strength of the concrete mixes listed herein shall be tested in accordance with Kentucky Methods. HAULING EQUIPMENT The concrete shall be transported in truck mixers or agitator trucks, which meet the Kentucky Transportation Cabinet Standard Specifications for Roads and Bridges, current edition. PERFORMANCE MIX This contract shall be awarded as a performance mix and the vendor shall submit his mix designs to the Public Works Director or Project Manager upon notice of award of contract. After a mix design has been approved the vendor shall furnish any significant changes in said mix design before that design is used. SAMPLING AND TESTING The successful bidder shall be responsible for sampling and testing of the concrete supplied as a part of this contract and no extra payment will be made in addition to the unit bid price per cubic yard of material used. All sampling and testing shall be performed in compliance with the appropriate procedure set forth in Kentucky Methods. Concrete cylinders may be required at least every I 00 cy or once per month with the specific time to be determined by the Public Works Director or his designee. The vendor shall transport the cylinder(s) to a laboratory to be "broken" at the design time for that particular mix design with the results to be furnished to the Public Works Director or Project Manager within 48 hours. The City will require only one cylinder per test. If the SPECIALCONDITIONS AND TECHNICAL SPECIFICATIONS Page 3 vendor elects to make two (2) cylinders per test he may use the average of the two (2) cylinders as the record results. The Public Works Director or his designee may require a slump test at any time. A slump test, an air content test, and a yield test will always be required when a cylinder is required. TEST RESULTS Any test result, which does not meet these specifications, is cause for concern. However, a single failing test result will not be a cause for action under these specifications, except that a new test will be required immediately. Two consecutive failing tests for any criteria will require the vendor to take corrective measures. Continued failing results will be cause for cancellation of this contract. DELIVERY TIME The successful bidder shall furnish material to the job site within two (2) hours of request by the City or its Contractor. Disregard for this provision will be a basis for the City to cancel this contract and award the remainder to another vendor. It is understood that no vendor can guarantee a two hour delivery time under all circumstances. It is the intent of this section to put prospective bidders on notice that the City expects to be treated as a "preferred customer" and efforts should be made to meet this delivery time. When a vendor cannot meet this schedule he should notify the Public Works Director as to why he cannot meet this schedule and to inform him of when the material will be delivered. If the Public Works Director determines that late deliveries are becoming a consistent problem, he shall schedule an informal meeting with the vendor to improve delivery times. If at that point delivery times do not improve, the Public Works Director shall put the vendor on written notice that the City "may" cancel the contract as per the provisions of these bid specifications. MEASUREMENT OF MATERIAL DELIVERED Material used at the job site shall be measured to the nearest 0.1 cy. All batching equipment and all trucks shall be calibrated as per Kentucky Methods and certification of calibration shall be furnished to the City before work begins under this contract. Recalibration will be required semi-annually unless yield tests or other factors indicate a potential problem. PAYMENT When billing, the successful bidder shall include specific locations where each load of cement concrete was delivered. Failure to do so will result in delay of payment and may result in non-payment. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 4 The City shall not be billed by the successful bidder for any winter surcharge, energy surcharge, minimum cubic yards or any other fee that will alter the price per cubic yard quoted on the bid sheet. If the contractor finds the need to add hot water, calcium or any other additives the City will pay this charge. CONTROL DENSITY FILL Control density fill shall be bid in two types of mixes. The non-structural fill is intended to be a removable type fill and shall contain 30 pounds of cement per cubic yard and approximately 300 pounds of ash. The structural fill shall contain approximately 100 pounds of cement per cubic yard and approximately 300 pounds of ash. The producer shall have the right and responsibility to vary the type and amount of ash in each mix to produce a workable mix with the desired qualities. The remainder of the mix shall be as per standard mix designs. TERM OF CONTRACT The successful bidder(s) will be awarded a contract based on these bid specifications effective through February 28, 2020. Upon written agreement by both parties the contract may be extended for an additional twelve (12) months. All provisions of the original contract shall apply. ALTERNATE SUPPLIER The City may accept alternate bids for supplying concrete. If the primary bidder is unable to meet the City's requirement for a two-hour delivery time, then the City has the right to take delivery from an alternate bidder for concrete material. Any questions may be directed to Dylan Ward, Project Manager, at (270) 854-2060. - End of Section - 06-01-14E 06-01-14! MUNICIPAL ORDER ---- MUNICIPAL ORDER AW ARDING BID FOR PURCHASE OF CEMENT CONCRETE TO IRVING MATERIALS, INC. OF HENDERSON, KENTUCKY IN THE TOTAL AMOUNT OF $187,115.00 AS THE PRIMARY SUPPLIER, AND MEUTH CONSTRUCTION SUPPLY, INC.OF HENDERSON, KENTUCKY AS AN ALTERNATIVE SUPPLIER IN THE TOTAL BID AMOUNT OF $198,637.00 WHEREAS, the City of Henderson has issued invitations to bid for the purchase of cement concrete for City projects; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on February 26, 2019, with Irving Materials, Inc., of Henderson, KY, submitting the best bid meeting specifications as the primary supplier, and Meuth Construction Supply, Inc., as an alternate supplier for cement material when Irving Materials, Inc. is unable to fill a City order within the required time frame as outlined in the bid documents, which bids the City Manager recommends be accepted. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Irving Materials, Inc., 8135 Hwy 2084 South, Henderson, KY 42420, as primary supplier for cement concrete for City projects in strict accordance with its bid as submitted pursuant to Bid Reference 19-12, and Meuth Construction Supply, Inc., 703 Eighth Street, Henderson, Kentucky 42420 as an alternative bidder. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Municipal Order be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the __ day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS ..J!l_DAY OF MARCH, 2~~9: ~ : 1 By: iJtJu$.0:v Dawn S. Kelsey' City Attorney City Commission Memorandum 19-54 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager 1/{fJ SUBJECT: Labor Services Contract - Concrete The accompanying municipal order authorizes the award of a contract to Hazex Construction Company, Inc., Henderson for the furnishing of labor services for various repairs to concrete streets and sidewalks. The estimated value of the contract is $281,903.30. In the event Hazex is unable to meet the City's needs within the required time frame as outlined in the bid documents, the alternate provider shall be, Rivertown Construction, LLC, Newburgh, Indiana. Included in the services to be provided are the removal and placement of concrete streets, sidewalks, construction of new sidewalks, curbs & gutters, the installation of ADA curb ramps, and related concrete work as directed by the city. The work assigned is priced on unit basis as depicted on the bid abstract. Bid information was sent to fourteen vendors, with three responding. The bid from KMAC Contracting, LLC, did not meet specifications as they failed to include the required bid bond with their submission. Both of the remaining bids met specifications and award is recommended accordingly. This contract serves as an open requirement order and is a method to acquire commodities or services of an indeterminate amount and type at the lowest cost. The term of the contract runs through February 28, 2020, with up to two one-year extension options. Your approval of the municipal order is requested. c: Dylan Ward Dawn Winn Brian Williams Doug Boom Project Management Memorandum 19-03 March 19, 2019 TO: William L. "Buzzy" Newman, Jr., City Manager FROM: Dylan Ward, Project Manager "b~~ SUBJECT: Bid Reference 19-13, Concrete Labor for Various City Projects Bids were opened on March 12, 2019 for Concrete Labor for Various City Projects. The bids opened were as follows: Bidder Total Bid Price Hazex Construction Co., Inc. $ 281,903.30 Rivertown Construction, LLC $ 285,875.00 One additional bid was submitted by KMAC Contracting, LLC, however, they failed to submit a bid bond with their bid submittal as required by the bid documents so their bid was rejected as incomplete. This bid is for the labor to repair various sidewalks, streets, curbs, gutters and service cuts throughout the City, as well as any other related concrete work required by the City. This bid award will be effective through February 29, 2020 with the option to extend the contract for up to two additional one year periods if agreed upon by both the City of Henderson and the successful bidder. A contract extension would include an automatic 3% increase in Unit Prices for each additional year, effective on March 1, 2020 and March 1, 2021 if renewed both years. The bid package states that "if the awarded vendor is unable to fulfill the contract within the specified time, the next lowest responsible bidder will be awarded the contract." It also states that "if the contractor shall fail to respond within the seven day notice period on more than two occasions during the contract, the City may immediately cancel the contract." Should the primary bidder default on their contract as described above or fail to respond within the notice periods as outlined in the bid documents, then the bid documents also state that "the City of Henderson may procure the articles or services from other sources and hold the bidder or contractor responsible for any excess cost occasioned thereby." Therefore, at this time, I recommend that the City proceed with awarding both a primary and an alternate bid for concrete labor as permitted in the bid package should a situation arise when the primary bidder is unavailable. The alternate bidder will only be used in cases of default by the primary bidder or in emergency situations when the primary bidder is unavailable. I recommend that Bid Reference 19-13, Concrete Labor for Various City Projects, be awarded to the lowest bidder meeting the specifications, Hazex Construction Company, Inc., PO Box 357, Henderson, KY 42420 as the primary provider of concrete labor under this contract. Furthermore, I also recommend that Rivertown Construction, LLC, PO Box 444, Newburgh, IN 47629 be selected as the alternate provider of concrete labor under this contract. The alternate provider shall only be used when Hazex Construction Company, Inc. is unable to meet the City's needs within the required time frame as outlined in the bid documents. .... CITY OF HENDERSON, KENTUCKY 0 I Q) ....I C/J BID TABULATION SHEET ....I .... (1l UJ" (!) 0 ~ BID REFERENCE NO.: 19-13 ....I 0 (.) UJ ....I z Q) 0 ~~ UJ o-...... er: '.:'.,::'.>- 0 - zz er: Q) DATE BID OPENED: 03/12/19 <( UJ o_ a.. er: ....I u..UJ ...." rn_C/J I- z I- :::! z i= - UJ 0 APPROVAL DATE: 0 soI er'. N ~z Cl) Z> 0:::, (!) g:::, oz Cl >- ACCEPTANCE FORM SENT: er: 00 I- er: er: - er: - C: X UJ er: I- ffi co <( C: 0 UJ 0 0~ I- Q) "O <( 0 :::> (.) Q) NZ UJ~s Cl) z .... C/J <( UJ ~<( 2:: 0 UJ Q) (1l II '.:'.,::'.~ er: oz ~~ a.. .c I I I Description Unit Price Extension Unit Price I Extension Unit Price Extension Unit Price I Extension Unit Price• Removal of concrete or other material, including excavation, I I I I I I A I I I hauling, etc. I I I In areas < 100 sf - Qty 1,500 sf 2.44 3,660.00 3.00 ! 4,500.00 3.00 4,500.00 . 2.75 4,125.00 -11.27% In areas> 100 sf and < 500 sf - Qty 5,000 sf 1.88 9,400.00 2.20 I 11,000.00 2.20 11,000.00 - 2.10 10,500.00 -10.48% In areas > 500 sf - Qty 20,000 sf 1.28 25,600.00 1.75 : 35,000.00 1.45 29,000.00 - 1.40 28,000.00 -8.57% I I Placement of concrete (flat work), including grading, placing I I and compacting rock base, forming, finishing, saw cutting or I B I tooling of joints, backfilling, seeding, cleanup, barricades, etc. I I In areas< 100 sf- Qty 1,500 sf 3.43 l 5,145.00 3.75 5,625.00 3.80 5,700.00 - 3.55 I 5,325.00 -3.38% I I In areas >100sf and < 500 sf - Qty 5,000 sf 2.97: 14,850.00 3.60 18,000.00 3.10 15,500.00 2.95: 14,750.00 0.68% ! I I - I In areas > 500 sf - Qty 20,000 sf 2.23 I 44,600.00 2.25 45,000.00 2.15 : 43,000.00 - 2.05 I 41,000.00 8.78% I Removal ofcurb and gutter, including excavating, hauling, etc. I I I C 6.97 l 20,910.00 10.00 30,000.00 12.00 l 36,000.00 - 11.00 33,000.00 -36.64% I Qty3,000 If I I I I I Placement of concrete for curb and gutter, including grading, I I placing and compacting rock base, forming, finishing, saw I I I D 22.50: 67,500.00 20.00 60,000.00 20.25: 60,750.00 - 18.85 56,550.00 19.36% I cutting or tooling of joints, backfilling, seeding, cleanup, I I I I I barricades, etc. - Qty 3,000 If I I I I I I Placement of concrete for curb and gutter, including grading, I I I I I I placing and compacting rock base, forming, finishing by slip I I I I form mold, saw cutting or tooling of joints, backfilling, seeding, E 13.57: 8,142.00 6.00: 3,600.00 5.00 I 3,000.00 - 6.00 I 3,600.00 126.17% I I I I cleanup, barricades, etc. (Two foot curb/gutter, 6" curb with 1'6" I I I I I I I gutter) - Qty 600 If I I I I I I Placement of concrete for standard header curb, including I I I I I I I I I grading, placing, and compacting rock base, forming, finishing I I I F by slip form mold, saw cutting or tooling of joints, backfilling, 13.57 I 8,142.00 6.00: 3,600.00 5.00 3,000.00 - 6.00: 3,600.00 126.17% seeding, cleanup, barricades, etc. (Standing header curb, 6" by I I I I I I 18")- Qty 600 If I I I I ! Labor and equipment for sawing (not including saw cutting for I I 11,000.00 G contraction Joints) - Qty 5,000 If 2.20 2.50: 12,500.00 2.50 12,500.00 - 2.50 ! 12,500.00 -12.00% I I I I I I I ADA curb ramps - Qty 40 each 506.19 20,247.60 24,000.00 25,000.00 I H 600.00: 625.00: I - 525.00: 21,000.00 -3.58% ..... CITY OF HENDERSON, KENTUCKY () I ...... _J (I) t-- II) BID TABULATION SHEET _J ..... ca w (I) cj () () BID REFERENCE NO.: 19-13 _J t; w ~ >- _J z (I)() I- :::.:::: w o- () . 0::: -o::: DATE BID OPENED: 03/12/19 ~ <( w o_zz w t-- I I I I I I I I I I I I I 'I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I I ' I I I I I I I I I I I I I I I Other Bidders Contacted: Bids Opened & Recorded By: Bids Reviewed By: I Hazex Construction; AVP, Inc.; MBI; Double A Excavating; Ragle, Inc. (Rivertown); Donald Peters; Premier r.\ J~ Landscaping; Boodle Brown Concrete; DMF Equipment & Excavating, LLC; Garrett Concrete; Knight \ lJ:;.,.,,.., I, "'"' ,._) Construction & Excavating, Inc.; Charbon Contracting Co., LLC; JBI Construction, Inc. Dawn Winn Buzzy Newman Dylan Ward ~~ *Smee expected quantities vary from year to year the extensions from last year are not applicable. 06-01-14H City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-13 SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS The City of Henderson is soliciting sealed bids for labor to perform various concrete projects throughout the City. This work will include, but not be limited to, the removal and replacement of flatwork (sidewalks and streets), construction of new sidewalks, curb and gutter, the installation of ADA curb ramps and the removal and replacement of curb and gutter. There is no guarantee of where this work will take place. It could be in tight working quarters or out in the open. For the purposes of this bid the term "City of Henderson" or "City" shall also include the Henderson Water Utility (HWU) and Henderson Municipal Power and Light (HMP&L). All bidders are required to attend a pre-bid meeting and must be pre-qualified as outlined in this bid document. There will be a mandatory pre-bid meeting on Thursday, February 28, 2019 at 10:00 a.m. at the City of Henderson Municipal Center, 222 First Street, Henderson, Kentucky, 42420. SPECIFICATIONS AND REQUIREMENTS: The work involved under this contract is the repair of various sidewalks, streets, curbs and gutters and service cuts, as well as any other concrete work as directed by the City. Any work performed under this contract shall be citywide and the contractor could be working in different areas of the city at the same time. There is no guarantee of total annual quantity or site-specific quantity. The contractor shall have the ability to mobilize as directed by the city. The contractor shall have a crew that is available within seven (7) days of notice to proceed, on any citywide project, and all work shall be completed within a reasonable length of time. In any case the City deems an emergency; the contractor shall have a crew available immediately. If the awarded vendor is unable to fulfill the contract within the specified time, the next lowest responsible bidder will be awarded the contract. If an emergency exists, the City retains the right to fill its needs strictly on the basis of availability. If the contractor shall fail to respond within the seven day notice period on more than two occasions during the contract, the City may immediately cancel the contract. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page2 The following obligations by the City of Henderson and the Contractor shall apply: A. The City of Henderson shall be responsible for the following: 1. Purchasing of all required material including concrete, expansion material, rock, sand, seed & straw, etc. The only exception being truncated domes for ADA ramps, which are included under this bid as a separate unit price. 2. Directing, assisting, and inspection of work to be performed. B. The contractor shall be responsible for the following: 1. All engineering, layout, setting of grades, etc. 2. Removal and hauling of concrete or other material. Contractor can haul to the landfill, or other city designated area, and dispose of said debris at no charge. 3. Grading of all areas and preparation of proper base for placement of concrete. 4. Placing and compacting rock base. 5. Furnishing all equipment to perform the work, backhoes, dump trucks, saws, specialty equipment, etc. The City shall not be billed for any equipment that the contractor needs to rent in order to perform the job. The only exceptions include the rental fee for a pump truck or Georgia Buggy if required by the City (unit prices for work will remain the same). 6. Forming, placing,jointing, and finishing as required and/or directed by the City. 7. Removal of forms and any other bracing material. 8. Furnishing all forming material, forms and finishing tools. 9. All underground utility locations. 10. Cleaning of area, disturbed or not. 11. All traffic control, to the current MUTCD standards. Contractor may request assistance from the city. However the city is under no obligation, and assumes no liability. Contractor shall be responsible for replacing any barrels or signs that are lost or stolen while being borrowed from the City. 12. Providing appropriate detour routes according to MUTCD standards as the City deems necessary. 13. Excavation as needed. 14. Delivery of material (i.e. rock, concrete, straw, seed, etc.) to job site, either by use of contractor's trucks or by calling for delivery, including delivery and removal of barricades. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 3 15. Sawing of old concrete, as directed, to provide smooth joints. 16. Adjustments to existing manholes, valve boxes, castings, etc.; to meet new grades. 17. Any damage to existing trees. 18. Furnishing barricades, barrels, etc. 19. All backfilling, seeding and strawing. 20. Damage due to vandalism. 21. Timely billing for work performed. 22. Providing an adequate concrete washout as required by the City that collects and retains all the concrete washout water and solids in leak proof containers, as well as the cleaning and removal of washout areas when complete (City to provide materials for washout pits by request). 23. Meeting all ADA requirements. 24. Meeting all requirements as outlined in the City of Henderson Subdivision Regulations and Public Improvement Specifications. 25. Supplying detectable warning surfaces (truncated domes) per the unit prices included in this bid. Detectable warnings must meet all ADA requirements and must be made of a durable exterior grade homogeneous glass, carbon, and fiberglass reinforced composite material which is colorfast and UV stable. Must possess a 5-year warranty. Truncated domes are to have a minimum compressive strength of 28.900 psi and minimum flexural strength of29,300 psi. Fasteners are to be made of heavy duty steel and anchors are to be 1 Yz" corrosions resistant concrete inserts. Truncated domes are to be ADA Solutions, Inc. or an approved equal with equal or better qualities as those listed above. ALTERNATE WORK: For any additional concrete work that is required by the City but does not fit neatly into the scope of work provided by one of the bid items, the City reserves the right to require the successful contractor to provide a rate sheet upon award of the contract and complete the work under "Time & Material," whereas the City will pay the contractor per hour and for any needed material. CAUSE FOR CANCELLATION: If the quality of work is not acceptable, and/or if the work is not completed within a reasonable amount of time as determined by the City, this contract can be cancelled upon ten (10) days written notice to the contractor. If quality of work is not acceptable, the contractor will be given an opportunity to correct it at their cost. If the contractor fails to correct any inferior work after being given ten (10) days written notice, the contract can be cancelled by the City. SPECIAL CONDITIONS AND TECHNICAL SPECIFIC A TIO NS Page4 PAYMENT: The City's payment terms are net 30. All invoices shall state: 1) the address or name of the business or the nearest intersection where the work was performed, 2) the amount of walk, street or curb work performed at that address, 3) whether or not it was a service cut, complete with ticket number, and 4) whether the flat work was part of a sidewalk or street. BONDS: Each bidder must execute a bid bond in an amount no less than $5,000.00. This bond may be in the form of cash, cashier's or certified check, a bond issued by a surety company authorized to do business in the state of Kentucky and made payable to the City of Henderson, or other form approved by the City. The successful bidder must execute a performance bond and a payment bond each in the amount of $50,000.00, issued from a surety company authorized to do business in the state of Kentucky and made payable to the City of Henderson. An irrevocable letter of credit in the City's favor from a bank registered to do business in the State of Kentucky may be substituted for the payment and performance bonds. Such bond or letter of credit must be delivered to the Finance Director within seven (7) days of notice of approval of this bid by the City Commission. Failure to do so will automatically forfeit the bid bond and the bid will no longer be considered valid. The City may then consider other bids. INSURANCE: During the term of the contract and before any part of the services are performed or the goods are delivered, Bidder shall, at Bidder's sole expense, cause to be issued and maintained not less than the insurance coverage's set forth below: A. Broad Form Comprehensive General Liability, including Products and Completed Operations. Bodily Injury: $1,000,000 each occurrence $2,000,000 aggregate Property Damage: $1,000,000 each occurrence SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 5 B. Automobile Liability, including any auto, hiring autos and non-owned autos. $300,000 combined single limit C. Workers Compensation for all employees used on the job pursuant to statute. Certificates of insurance, issued by companies authorized to do business in the state of Kentucky, satisfactory in form to the City and signed by the Bidder's insurer shall be supplied by Bidder to the City evidencing that the above insurance is in force and that not less than thirty (30) calendar days written notice will be given to the City prior to any cancellation or restrictive modification of the policies. Bidder shall replace any cancelled policy within the thirty (30) day notice period so that there is no lapse in coverage at any time during the period covered by this contract. OTHER REQUIREMENTS: The successful bidder shall comply with all applicable local, state, and federal rules, regulations, and guidelines. The successful bidder will be required to obtain a City of Henderson Occupational License before beginning any work on this project. Bidders must demonstrate that they have the resources and capability to provide the services as described herein. Potential bidders must attend the pre-bid meeting and submit the included Pre-Qualification Form to the Finance Department by 5:00 P.M. the day of the pre-bid meeting. Bidders shall be notified within three days of the pre-bid meeting of their pre-qualification status. Bidders shall meet the following pre-qualification requirements to be eligible to bid on this contract: 1. Attend a mandatory pre-bid conference at the Henderson Municipal Center at 222 First Street, Henderson, Kentucky on Thursday, February 28, 2019 at 10:00 a.m. 2. Demonstrate that they have been in business providing similar concrete labor services for at least five ( 5) years. 3. Provide a minimum of three (3) comparable references of which similar work has been performed. These references shall be for work performed for other governmental agencies or large private companies. TERM: Upon approval by the City of Henderson Board of Commissioners, the successful bidder shall receive a contract effective through February 29, 2020. The contract may be extended for one or two additional one year periods if agreed upon by both the City of Henderson and the successful bidder, which would include a 3% increase in Unit Prices for each additional year, effective March 1, 2020 and March 1, 2021 if renewed both years. Should the contract be extended for one or two additional years, all other provisions of the original contract shall still apply. - End of Section - 06-0l-I4E 06-01-14! MUNICIPAL ORDER ---- MUNICIPAL ORDER AWARD ING BID FOR PURCHASE OF CONCRETE LABOR TO HAZEX CONSTRUCTION CO., HENDERSON, KENTUCKY AS PRIMARY SUPPLIER, AND RIVERTOWN CONSTRUCTION, LLC, NEWBURGH, INDIANA AS ALTERNATE SUPPLIER WHEREAS, the City of Henderson has issued invitations to bid for the purchase of concrete labor to repair sidewalks, streets, service cuts and inlet boxes, as well as any other concrete labor needed; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on March 12, 2019, with Hazex Construction Co., of Henderson, Kentucky, submitting the lowest bid meeting specifications and awarded as the primary provider, and Rivertown Construction, LLC of Newburgh, Indiana is selected as the alternate provider. The alternate provider shall only be used when Hazex Construction Co. is unable to meet the City's needs within the required time frame as outlined in the bid documents, therefore the City Manager recommends that the primary bidder and alternative bidder be accepted. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Hazex Construction Company, Inc., P.O. Box 357, Henderson, Kentucky 42420 as the primary bidder, and Rivertown Construction, LLC, P.O. Box 444, Newburgh, Indiana 47629 as the alternate bidder for the purchase of concrete labor to repair sidewalks, streets, service cuts and inlet boxes, as well as any other concrete labor needed, in strict accordance with their bids as submitted pursuant to Bid Reference 19-13. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Order be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the __ day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------ Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THISaZL_ DAY OF MARCH,2 19. By: awn S. Kelsey City Attorney City Commission Memorandum 19-56 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager SUBJECT: Amending Chapter 7, Buildings and Building Regulations An item for the agenda of the Tuesday, March 26, 2019 is first reading of an ordinance amending Chapter 7, Buildings and Building Regulations, Article II, Building Code and Kentucky Residential Code, by adding Section 7-20, Schedule of Permit and Inspection Fees for Commercial Range Hood and Exhaust Systems of the Code of Ordinances. The Kentucky Building Code has been revised to exclude inspections for commercial range hood exhaust systems leaving these plan reviews, inspections and permitting to be done on the local level. The proposed amendment designates the Code division with the responsibility of inspection and permitting those systems and further establishes plan review fees, and inspection and permit fees. Your approval of the attached ordinance is requested. c: RayNix ORDINANCE NO. ---- ORDINANCE AMENDING CHAPTER 7- BUILDINGS AND BUILDING REGULATONS SUMMARY: AN ORDINANCE AMENDING CHAPTER 7, BUILDINGS AND BUILDING REGULATIONS, ARTICLE II, BUILDING CODE AND KENTUCKY RESIDENTIAL CODE, BY ADDING SEC. 7-20 SCHEDULE OF PERMIT AND INSPECTION FEES FOR COMMERCIAL RANGE HOOD AND EXHAUST SYSTEMS OF THE CODE OF ORDINANCES OF THE CITY OF HENDERSON WHEREAS, the Kentucky Building Code revised 815 KAR 8 :080 on Inspections of Heating, Ventilation, and Air Conditioners to exclude inspections for commercial range hood exhaust systems leaving these plan reviews, inspections and permitting to be done on the local level; and WHEREAS, the City of Henderson has an interest in ensuring that commercial range hoods and exhaust systems meet the appropriate building codes. NOW, THEREFORE, BE IT ORDAINED by the City of Henderson, Kentucky, that Chapter 7, Buildings and Building Regulations, Article II, Building Code and Kentucky Residential Code is hereby amended by adding Sec. 7-20. Schedule ofpermit and inspection fees for commercial range hood & exhaust of the Code of Ordinances of the City of Henderson as follows: Sec. 7-20. - Schedule of permit and inspection fees for commercial range hood & exhaust systems The Codes department of Henderson shall review plans for, inspect, and issue permits for all commercial range hood exhaust systems installed in structures in the City of Henderson. The plan review, inspection, and permit fees are as follows: (a) Plan review fees. Commercial range hood plan review fee is $225 per hood (includes range hoods and suppression system plans). All commercial range hood plans, including range hood and suppression systems plan, must be submitted and reviewed by the codes department of the City of Henderson. Commercial range hood extinguishing system plans review is $150 when the range hood extinguishing system is submitted separate from the range hood systems. (b) Inspection and permit fees. Inspection and permit fees shall be imposed by the codes department of the City of Henderson according to the following schedule, and no permits will be issued until these fees imposed hereunder have been paid. $2,000 value or less $ 125.00 fee $2,001 - $10,000 value $ 180.00 fee $10,001 - $25,000 value $ 270.00 fee $25,001 - $50,000 value $ 330.00 fee All ordinances or parts of ordinances in conflict herewith are hereby repealed and superseded to the extent of such conflict. This ordinance shall become effective upon its legal adoption. On first reading of the foregoing ordinance, it was moved by Commissioner ______, seconded by Commissioner that the ordinance be adopted on its first reading. On roll call the vote stood: Commissioner Staton: Commissioner Royster: ___ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: WHEREUPON, Mayor Austin declared the ordinance adopted on first reading and ordered that it be presented for a second reading at a meeting of the Board of Commissioners. On second reading of the ordinance, it was moved by Commissioner ______, seconded by Commissioner , that the ordinance be adopted. On roll call the vote stood: Commissioner Vowels: Commissioner Staton: ---- Commissioner Bugg: Mayor Austin: Commissioner Royster: WHEREUPON, Mayor Austin declared the ordinance adopted, affixed his signature and the date and ordered that it be recorded. Steve Austin, Mayor Date: ATTEST: Maree Collins, CK.MC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS _Ji_DAY OF MARCH, · 19. ,By: Dawn S. Kelse City Attorney -2- City Commission Memorandum 19-48 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager w# SUBJECT: Designate Surplus Real Property - 1228 Helm Street The accompanying resolution declares properties located at 1228 Helm Street as surplus property to be sold by sealed evaluated bids. The City purchased the property to house a fire station and more recently it was used for storage; however, it is no longer used by the City. As the City has no foreseeable viable future use for this property, the Commission is asked to determine the property as surplus real property and to request staff to solicit sealed bids for the disposition of same. Your approval of the attached resolution is requested. c: Robert Gunter Brian Williams RESOLUTION NO. --- RESOLUTION DECLARING REAL PROPERTY LOCATED AT 1228 HELM STREET SURPLUS REAL PROPERTY AND AUTHORIZING IT TO BE SOLD BY EVALUATED SEALED BIDS BY THE CITY PURSUANT TO KRS SECTION 82.083 WHEREAS, the City of Henderson is the owner of 1228 Helm Street located in the City of Henderson, and; WHEREAS, the property was originally purchased to house a fire station and more recently used for storage and is no longer used by the City, which constitutes the property as surplus property; and WHEREAS, pursuant to KRS 82.083 the City will sell the surplus property by evaluated sealed bids with the option to reject all bids. NOW, THEREFORE, BE IT RESOLVED by the City of Henderson, Kentucky, that the real property located at 1228 Helm Street located in the City of Henderson is hereby declared surplus property and the City will sell the surplus property by evaluated sealed bids with the option to reject all bids. The City Manager is hereby authorized to impose guidelines and conditions related to the disposition of the real property, including all of the guidelines as stated above, and the Mayor is hereby authorized to execute any documents necessary to effectuate the transfer of the property. On motion of Commissioner ______, seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: WHEREUPON, Mayor Austin declared the Resolution adopted, affixed his signature and the date thereto and ordered that the same be recorded. Steve Austin, Mayor Date: ATTEST: ------ Maree Collins, CKMC, City Clerk 1 APPROVED AS TO FORM AND LEGALITY THIS .L:fL..DAY OF MARCH, 2019. 2 City Commission Memorandum 19-55 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager ~~ SUBJECT: Lease of Farmland - (former) Dannlin Farm Property The accompanying municipal order authorizes the lease of city land to Wes Overton Farms of Henderson in the best bid amount of $276.00 per acre per year. The total lease payment will be approximately $21,781.92 per year. The property to be leased is the undeveloped portion of the former Dannlin Farm property, encompassing approximately 78.92 tillable acres. The lease is solely for the purpose of producing crops for the 2019, 2020, and 2021 crop seasons. Farming operations are required to be conducted in accordance with the 1985, 1990, 1996, 2002, 2008, and 2014 US Farm Bills and any other applicable laws or regulations. The City is responsible for maintaining the pH balance of the soil. The lessee is required to maintain general liability insurance and to indemnify and hold the city harmless from all claims, demands, losses, and liabilities resulting from the conduct of farming operations. Access to the Dannlin Farm property shall be made from Borax Drive. A conservation easement is in place and the boundary line will be established prior to farming operation begins to prevent encroachment into the conservation easement. Should the City exercise its option to begin development of any of this land, and does so after any field work has begun or during the planting season and any crops are destroyed; the City will pay, as damages, any expenses such as seed, fertilizer, chemicals, fuel, use of equipment, labor, extra tillage, etc. incurred by the tenant in the planting of the crop. Any potential profit from the destroyed cops will not be reimbursed. The City will use its best efforts to not disturb any properties when mature crops exist. Bid packages were sent to thirteen farm operators, with four bidders responding. All bids met specifications, with the bid from Wes Overton Farms being the highest and award is recommended accordingly. Your approval of the municipal order is requested. c: Doug Boom Dawn Winn Engineering Division Memorandum 19-04 March 20, 2019 TO: Buzzy Newman, City Manager FROM: Doug Boom, City Engineer SUBJECT: Bid Reference 19-16, Lease of the Dannlin Properties for Farming. Bids were opened on March 12, 2019 for the Lease of the Dannlin Properties for Farming. The bids opened were as follows: Bidder Price per Acre Total Bid Price per Year Wes Overton Farms $276.00 $21,781.92 Spring Lot Farms $185.00 $14,600.20 Dale Leslie $171.06 $13,500.00 Jim Davis $157.00 $12.390.44 The Bid is for the lease of Dannlin Property for Farming covering a three-year period for 2019, 2020 and 2021. Currently there is 78.92 acres available for cropland. I recommend that Bid Reference 19-16, Lease of the Dannlin Properties for Farming be awarded to Wes Overton Farms, 7200 Larue Road, Henderson, KY 42420. CITY OF HENDERSON, KENTUCKY BID TABULATION SHEET Cl) r-- 0 :::'2: I 0::: Cl) ..-co BID REFERENCE NO.: 19-16 <{ :::'2: a, Cl) u, lJ.. >- >- () z:::.:: ~~ :::.:: C: ca DATE BID OPENED: 03/12/19 0 - lJ.. - ~ I- z- ~ co () z w ~ ..- Cl) _J 0 Q) 0 o:::O b~ Cl) Cl) cvo APPROVAL DATE: w Cl) _.o Cl) >- -o::: 0:::N rn- > 0::: C, I- ~:::.:: "O i::" .!9 a1 ow ~w C: U) zZ ·-cc ca::, a, ca Cl) 0 -o w~ oO ACCEPTANCE FORM SENT: 0:::- -U) .0.... ~ ~ a.. z ;i :5 ::':!:ill ca a, Cl) () ~~ Cl) ::) 0 () =; I _J lJ.. a.. E Lease of Dannlin Farm (FSN 3650) per acre/per year $276/acre $185/acre $171.06/acre $157/acre $310/acre -11% for 2019, 2020 & 2021 crop seasons $21,781.92 $14,600.20 $13,500.00 $12,390.44 $26,842.90 Other Bidders Contacted: Bids Opened & Recorded By: Bids Reviewed By: K&D Greenwell Acres; King Brothers Farms; 4-D Farms; Greenwell Brothers; Parrish Shop and Sales; Elliott Farms; Gary Thomas; Garry Eblen; Windimere Farms o~ uJ:,_0 Dawn Winn Buzzy Newman Leigh Anne Herron ~~ 06-01-14H City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-16 SPECIAL CONDITIONS The City of Henderson is accepting bids for lease of the properties known as the Dannlin Farm for the sole purpose of farming. The properties are as follows: Dannlin Farm is located at the end of Borax Drive and is surrounded on the South, West and Northwest sides by Canoe Creek and along the North side by the Ohio River. The term of this lease is for the 2019, 2020, and 2021 crop seasons. An Occupational License will be required as part of this lease. The Lessee hereby agrees to indemnify and hold harmless the City of Henderson from and against all claims, demands, judgments, losses, liabilities, and causes of action, and all costs and expenses for or on account of injuries or death to any person, or on account of damages or loss to the property of any person, firm or corporation, including the agents, servants, and employees of the parties hereto, if the said injury, death or damage is caused by negligence of the Lessee, his agents, servants or employees in the conduct of the business of the Lessee. All farming operations shall be conducted in accordance with the 1985, 1990, 2002, 2008 and 2014 US Farm Bills and any other applicable laws or regulations. Any questions about acceptable farming techniques should be directed to the USDA Soil Conversation Service. The Lessee shall carry general liability insurance in the minimum amount of $1,000,000 per occurrence with a minimum of $2,000,000 aggregate. The City of Henderson shall be named as an insured party on all insurance. Successful bidder shall submit a certificate of insurance to the City before bid award. This lease is solely for the purpose of producing a crop and no other purposes shall be allowed. Records from the U.S. Department of Agriculture, Farm Service Agency, show the following tracts have the following acreage as the basis for all purposes related to this bid: Dannlin Farm FSN 3650 has 86.59 acres. The City of Henderson has removed 7.67 acres for development, which leaves 78.92 acres for cropland. A copy of the information as of October 17, 2018 from the USDA FSA office is included as part of this document. The USDA FSA map does not reflect the acreage removed. SPECIAL CONDITIONS Page2 One third of the total amount of each crop year's bid shall be due and payable to the City of Henderson on or before May 1 of that year, with the balance due and payable on or before December 31 of the same year. The tenant shall retain all Federal Subsidies issued by the USDA. The City is responsible for maintaining the pH balance of the soil. In the odd number calendar years of the lease, the City will have a 3rd party collect soil samples and have them tested by a competent laboratory and apply lime as needed. Results of the soil tests will be available to the Lessee. Any other testing will be at Lessee's expense. Soil sampling for the Dannlin Farm was not done at the time of this bid. The City shall sample and apply lime if needed. Should the City exercise its option to begin development of any of these lands, and does so after any field work has begun or during the planting season and any crops are destroyed; the City will pay, as damages, any expenses such as seed, fertilizer, chemicals, fuel, use of equipment, labor, extra tillage, etc. incurred by the tenant in the planting of the crop. The Lessee shall reduce his December payment to the City of Henderson by the amount of damages incurred. Any potential profit from the destroyed crops will not be reimbursed. The City will use its best efforts to not disturb any properties when mature crops exist. This property is offered for lease "as is" and no improvements or alterations are offered or contemplated, except the possible industrial/recreational development of all or a portion of the property. Any disking, plowing, or any other soil manipulation or preparations are the sole responsibility of the Lessee. Pursuant to KRS 381.690 Protection of burial ground by cities, the City of Henderson has conducted an environmental assessment of the property prior to the purchase and it was determined that the area was occupied by Native Americans. In accordance with the statute, whenever any burial grounds lie within the corporate limits of a city the governing authorities of the city shall protect the burial grounds from desecration. Violation of this statute is pursuant to KRS 381.990(2). The Lessee shall be responsible for maintenance of any roads or paths which are used for farming purposes. The Lessee shall not deposit any waste or trash within the limits of this property nor along any roadway or stream adjacent to this property. No open dumping of any kind shall be allowed to occur. The Lessee shall not make any alterations to this property except through normal farming operations. SPECIAL CONDITIONS Page 3 The City reserves the right to enter upon this property at any time for any purpose which it deems necessary. There are several "reference points" within the limits and along the boundaries of this property. These points are clearly marked and shall not be disturbed. Should these points be disturbed, it shall be the responsibility of the Lessee to have these points reset. The Lessee shall take all necessary precautions to protect the property from soil loss due to erosion and will be responsible for cleanup of any soil material which should leave the property. This includes the responsibility to maintain all waterways in an undisturbed condition. The City/County owns the property formally known as The Nature Conservancy. A conservation easement is in place for that property. The boundary line will be established prior to the farming operation to prevent encroachment into this conservation easement. Violation of this conservation easement may involve civil action taken by the former or current owners of the aforementioned property. Access to the Dannlin Farm property shall be made from Borax Drive. A portion has been removed from the lease for the proposed roadway extension and Henderson County Jail's garden, as well as, areas located on the NE side of the property. All of these areas will be marked by the City of Henderson, prior to any farm operations. The properties may not be subleased without the express written permission of the City Manager of the City of Henderson. The Lessee is responsible for the control and eradication of Johnson grass and other noxious weeds within this property. The areas shown on the attached maps are the approximate boundaries of land that is subject to this lease. Bid Award: Bids will be awarded to the highest bidder. The bid price per acre shall remain the same for each of the three crop years. Technical questions should be directed to Doug Boom, P .E., City Engineer at (270) 831- 1258. Bid procedure or other questions may be directed to Dawn Winn, Assistant Finance Director at (270) 831-1200. - End of Section - 06-0l-I4E MUNICIPAL ORDER ---- MUNICIPAL ORDER AUTHORIZING FARM LEASE OF 78.92 ACRES ON BORAX DRIVE (FORMERLY KNOWN AS THE DANNLIN FARM) TO WES OVERTON FARMS, OF HENDERSON, KENTUCKY, AT $276.00 PER ACRE, PER ANNUM FOR A PERIOD OF THREE (3) YEARS (2019, 2020, AND 2021 CROP SEASONS) WHEREAS, the City of Henderson has issued invitations to bid for the leasing of 78.92 tillable acres (formerly known as the Dannlin Farm), located on Borax Drive; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on March 12, 2019, with Wes Overton Farms, of Henderson, Kentucky submitting the best bid for the farmland (formerly known as the Dannlin Farm), which bid the City Manager recommends be accepted. WHEREAS, the City retains the right to develop this property, and should the City exercise its option to begin development of any of these lands, and does so after any field work has begun or during planting season and any crops are destroyed; the City will pay, as damages, any expenses such as seed, fertilizer, chemicals, fuel, use of equipment, labor, extra tillage, etc. incurred by the tenant in the planting of the crop. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Wes Overton Farms, 7200 Larue Road, Henderson, Kentucky 42420 for the lease of 78.92 tillable acres (formerly known as the Dannlin Farm) at $276.00 per acre, per annum for a period of three (3) years (2019, 2020, and 2021 crop years), provided the lease is paid in full prior to May 1st of each year, in strict accordance with their bid as submitted pursuant to Bid Reference 19-16. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Resolution be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE READING, this the 26th day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------ Maree Collins, CKMC City Clerk APPROVED AS TO FORM AND LEGALITY THIS ze_ DAY OF MARCH, 2019. By: 1),2.,dL_~ ,. ci DawnKclsey City Attorney City Commission Memorandum 19-57 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager 0}-;.../ SUBJECT: Construction of a Wash Bay The accompanying municipal order awards the bid for the construction of a wash bay to Waycon Construction, Inc., Eddyville, Kentucky, in the total amount of $99,950.00. The scope of work covered under this contract includes, but is not limited to: engineered design, production of stamped drawings, excavation, demolition of existing pavement, and construction of the proposed structure as outline. Construction of the wash bay structure shall include, but is not limited to: foundations, concrete floor, walls, trusses, overhead and man doors, roof installation, insulation, painting, gutters, downspouts, required demolition, and drain installations. All plumbing and electrical work will be performed by a third party hired under separate contract, unless otherwise stated. The contractor shall have 135 calendar days to complete the project once the Notice to Proceed has been issued. The penalty for not reaching substantial completion within the 135 calendar day period shall be $100.00 per calendar day and will be deducted from the contractor's final invoice. Three Options were listed for three different types of buildings. Option 1 was for a wooden pole barn with metal siding; Options 2 and 3 were for a per-engineered metal building (PEMB) with different wall panels, roof types and roof warranties. Also, each option included an Alternate price for providing a Performance and Payment Bond. Bid information was sent to eleven vendors, with three responses received for Option 1; one received for Option 2 and one for Option 3. A pre-engineered metal building is preferred in commercial applications, especially with the designated wash bay use; therefore, the low bid of $99,950.00 for Option 2 with Alternate Performance and Payment Bond which fully complies with the bid specifications is recommended accordingly. Adequate funds are budgeted and available in the Fiscal 2019 budget for .this purpose. Your approval of the attached municipal order is requested. c: Dylan Ward Dawn Winn Project Management Memorandum 19-05 March 21, 2019 TO: William L. "Buzzy" Newman, Jr., City Manager FROM: Dylan Ward, Project Manager D~\.u SUBJECT: Bid Reference 19-18, Construction of a Wash Bay Bids were opened on March 21, 2019 for the Construction of a Wash Bay to be located at the Henderson Municipal Service Center at 1449 Corporate Court. This bid included options for three different types of buildings. The first bid option called for a wooden pole barn with metal siding, and the last two options called for a pre-engineered metal building (PEMB) with different specifications. The two PEMB options (PEMB A & PEMB) called for different roof types, wall panels, and roof warranties. This bid is for the engineered design and construction of a manual wash bay, which includes all building components, foundations, floor slab, etc. Electric, plumbing, and HV AC will be contracted out separately from this contract. In the bid for the Construction of a Wash Bay, the bidder will have 135 calendar days to complete the project once a set of stamped plans have been approved by the City of Henderson. Listed below are the base bids received for each of the three bid options. Bidders had the option to submit a bid for any number of the three options, knowing that the City of Henderson would only choose one structure type based on the bid results. Alternate pricing was also requested for providing a performance and payment bond. Alternate pricing for performance and payment bonds are shown on the bid tabulation sheet. Option #1: Option #2: Option #3: Bidder Wooden Pole Barn PEMBA PEMBB Allied Contracting Group $60,288.00 No Bid No Bid Q and S Enterprises, LLC $121,800.00 No Bid $140,800.00 Waycon Construction, Inc. $93,700.00 $96,950.00 No Bid For various reasons, a pre-engineered metal building (PEMB) is preferred over a wooden pole barn structure in commercial applications, especially with the designated use being a wash bay. Furthermore, the specifications in the bid package for PEMB A were more stringent than those for the PEMB B, because it required stronger wall panels, roof panels, and a better roof warranty. Therefore, I recommend that Bid Reference 19-18 Construction of a Wash Bay, be awarded to Waycon Construction, Inc., PO Box 678, Eddyville, KY 42038 under Bid Option #2: PEMB A in the total amount of $99,950.00. This includes the base bid of $96,950.00 plus the add alternate for the perfonnance and payment bond in the amount of $3,000.00. I will be present at the Board of Commissioners meeting on March 26, 2019 to answer any questions. CITY OF HENDERSON, KENTUCKY z () BID TABULATION SHEET 0 _J i== C) _J () z :::) CJ) BID REFERENCE NO.: 19-18 i== LU a:: >- (/) I- () ::.::: (/) >- a::<( ui ~ DATE BID OPENED: 03121119 z ::.::: _J a.. 0 I- _J a:: >- () ui z - _J 0 > ~::.::: APPROVAL DATE: z _J () z z - 0 0 a.. 0 LU tl:l () >-> LU:::)~ (/) a:: ACCEPTANCE FORM SENT: >- () 0 -oo ~ Ill :J a:: <( LU ~ ~ LU0 <( C) ~ a (/) Option #1: Lump Sum Price for Design, Construction, and Materials for Wooded Pole $93,700.00 $60,288.00 $121,800.00 Barn Alternate: Performance & Payment Bond for $3,000.00 $1,658.00 $2,000.00 Wooden Pole Barn Option #2: Lump Sum Price for Design, Construction and Materials for Pre-Engineered $96,950.00 NIA NIA Metal Building A Alternate: Performance & Payment Bond for Pre $3,000.00 NIA NIA Engineered Metal Building A Option #3: Lump Sum Price for Design, Construction and Materials for Pre-Engineered NIA NIA $140,800.00 Metal Building B Alternate: Performance & Payment Bond for Pre N/A NIA $2,400.00 Engineered Metal Building B Other Bidders Contacted: Bids Opened & Recorded By: Bids Reviewed By: ARC Construction Co., Inc; AVP, Inc.; Danco Construction; Empire Contractors; Fulkerson Quality Buildings, Inc; Hazex Construction; M. Bowling, Inc; Ragle, Inc Brian Williams Brian Williams Leigh Anne Herron Dylan Ward Ray Nix City of Henderson, Kentucky Invitation to Bid Bid Reference No. 19-18 SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS The City of Henderson is soliciting bids for the design and construction of a new wash bay building for the Henderson Municipal Service Center located at 1449 Corporate Court, Henderson, KY 42420. SPECIFICATIONS AND REQUIREMENTS: This bid package includes a bid request for two different types of structures, one for a wooden pole barn and one for a pre-engineered metal building. The two buildings will be of the same size and will include the same accessories; the only difference will be the type of structure (i.e. wood vs. metal). Bidders may choose to bid on either one or both of these structures, however, the City will only build one structure and will make a decision on which structure to build once the bids have been opened. The scope of work covered under this contract includes, but is not limited to: engineered design, production of stamped drawings, excavation, demolition of existing pavement, and construction of the proposed structure as outlined below. Construction of the wash bay structure shall include, but is not limited to: foundations, concrete floor, walls, trusses, overhead and man doors, roof installation, insulation, painting, gutters, downspouts, required demolition, and drain installations. All plumbing and electrical work is NOT included in this contract and will be performed by a third party hired by the owner separate from this contract, unless otherwise stated herein. It is the bidder's responsibility to work with the owner and its chosen plumber and electrician to coordinate this work as needed. Delays caused specifically by the electrician and/or plumber will not be counted against the bidder. Included in this bid package are drawings that show the dimensions and floor plans that are to be used for both of the proposed structures (Exhibit A). The bidder is responsible for designing the structure with the criteria given and for providing all materials, equipment, and labor for this project, unless otherwise noted in this bid package. The bidder is responsible for the design of all structural components of the building including, but not limited to, columns, beams, trusses, foundations, floor slab, etc. All designs must be approved by a licensed Professional Engineer and must meet all of the included specifications or the proposal shall be rejected. A set of stamped plans must be provided to the City before construction may begin. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page2 A copy of the geotechnical report for the construction of the HMSC facility, which includes borings in close vicinity to the wash bay site, is available upon request. The contractor shall have 135 calendar days to complete the project once the notice to proceed has been issued (includes both design and construction). All potential bidders are required to attend a pre-bid meeting on Tuesday, March 12th, 2019 at 10:30 A.M. on-site at the Henderson Municipal Service Center located at 1449 Corporate Court, Henderson, Kentucky 42420 in the main office building. Upon receiving a written notice to proceed from the City, the winning bidder shall proceed with the design of the structure per the attached drawings and specifications. The bidder must provide the City with two copies of the plans for the project that are stamped and/or approved by all appropriate parties (i.e. structural engineer, codes administrator, etc.) before construction may begin. These must be approved by the City in writing before construction may begin. Construction of the structure shall commence upon approval of the contractor's drawings. The penalty for not reaching substantial completion within the 135 calendar day period shall be $100 per calendar day and will be deducted from the contractor's final invoice. The City's Project Manager and Codes Administrator will be the coordinators for this project and will review all submitted drawings. Each bidder shall include in their bid the cost to both design and construct the proposed wash bay building and all other associated costs as outlined in this bid package. The contractor is responsible for providing a set of stamped plans and shop drawings for construction. Design and Construction Requirements for Both Structures General Conditions: ~ The contractor shall furnish a supervisor to be on site each day that work is occurring. ~ The contractor is responsible for locating all utilities before work begins. ~ All trash and debris should be removed from the site. ~ A portable restroom shall be furnished for the contractor's employees to use. ~ All electric rough-in and fixtures will be performed by the owner unless otherwise stated. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 3 ~ All plumbing rough-in and fixtures will be performed by the owner unless otherwise stated. ~ The contractor is responsible for coordinating with the City's third-party vendors to ensure that all proper accommodations are made within the wash bay building for all electrical and plumbing components. ~ An adequate concrete washout is to be provided and used by the contractor for all concrete pours. Demolition: ~ The bidder is responsible for any demolition and/or excavation required for constructing the wash bay building. Currently, there is approximately a 42.75' x 41. 7 5' opening to DGA in the existing concrete apron. However, this is not large enough to accommodate the building's footprint so some sawcutting of the existing concrete apron will be required in order to install the foundation for the building. Additional details of the building's location within this existing opening will be provided at the pre-bid meeting. ~ The bidder is responsible for any damage caused to the existing concrete apron during demolition and/or construction. ~ The bidder is responsible for replacing any portion of the concrete apron to existing condition that is removed in order to install the foundations for the wash bay structure. Sawcutting should be straight and follow joints where possible. ~ Once construction is complete, the bidder is responsible for filling-in any gaps between the structure and the concrete pad with concrete on the three sides that are not adjacent to the concrete wash pad. Building Dimensions: ~ Inside Dimensions= 28'-7 W' wide by 40'-0' long ~ Eave Height= 16'-4" ~ See attached drawing in Exhibit A Sheet Metal Roof, Wall Panels, and Insulation: 1) All panels to be 26 ga. 2) Color and Profile of exterior wall panels to match existing Butler buildings with two colors. Two wall panels separated by a hat channel are required. The lower panel should match the height and color of the wainscot on the masonry of the existing buildings. Top panel to match color of the metal panels on the existing buildings. 3) Paint Finish - Equal to Butler -Cote, 70% Kynar 500 or Hylar 5000 Finish SPECIALCONDITIONS AND TECHNICALSPECIFICATIONS Page4 4) Roof Panels -Equal to Butler screw down roof panels-Color/ Finish Galvalume (55% Aluminum - Zinc Coated Steel with 1 W' corrugations -26 ga. screw down roof, with a 25-yr roof system, mfg. based to owner weather tightness warranty) 5) Gutters and downspouts required 6) Insulation to be 4" thick on white vinyl face for both roof and walls 7) 8' tall interior liner panels are required for the interior perimeter and storage room walls. 8) Utility closet to be constructed using treated 2'x6'x8' tall treated lumber. No ceiling is required for the utility closet. Overhead Doors: ~ The bidder shall provide and install two 12' -0" wide by 14 '-0" tall sectional overhead doors and all accessory parts as shown on the plans (Exhibit A) in accordance with "Section 083613 - Sectional Doors" (Exhibit C, see attached). Owner will provide an electrical receptacle for the bidder to connect to. Man Doors: ~ The bidder shall provide and install three 3 '-0" wide by 7'-0" tall hollow metal man doors per the door schedule and as shown on the plans in Exhibit A. Concrete Floor Slab: ~ All interior concrete must slope to the trench drain to allow for adequate drainage. All exterior concrete must slope to the existing grade of the surrounding concrete apron. ~ Due to an almost 1' change in elevation of the existing adjacent concrete apron from the front of the proposed wash bay structure to the back of the proposed structure, the floor slab will likely require a turndown slab to accommodate grade changes. Additional elevation data will be provided at the pre-bid meeting. Trench Drain: ~ The bidder is responsible for constructing a 12" wide trench drain that is 20' long in the center of the overhead doors as shown on the plans. ~ The trench drain must have traffic-rated, rust free, removable metal grating. ~ All of the interior floor slab must have an adequate slope towards the trench drain to allow for drainage. ~ The trench drain itself is to slope to the center towards one centrally located drain line. SPECIALCONDITIONS AND TECHNICAL SPECIFICATIONS Page 5 );,, Bidder is to construct a 4" PVC sanitary sewer lateral drain line from the center of the trench drain to 5' outside the exterior wall within the area shown as the "concrete wash pad." );,, Bidder is responsible for connecting the trench drain to the constructed 4" drain line and capping the discharge end outside the building. );,, The owner's plumber will be responsible for running the rest of the sewer lateral, installing an oil separator, and installing the area drain shown within the concrete wash pad. Ventilation: );,, The bidder shall furnish and install the exterior damper and louver as shown under M2 & M4 on Sheet Ml. I (Exhibit B, see attached). Concrete Wash Pad: );,, The concrete wash pad shown on the plans will be performed by the owner. Design and Construction Requirements Specific to Wooden Pole Barn Wood Trusses: 1) A set of Kentucky P .E. stamped drawings are required. 2) #1 grade lumber is required. 3) Trusses are required to be 4' on center. Building Lumber: 1) Laminated 6"X 6" Posts -First 4' to 6' must be treated. 2) Post spacing is to be 8' on center. 3) Post holes require 2' auger diameter and must be set to a depth of at least 3' below finish floor elevation. 4) All posts must be wrapped in roofing tar paper just above finish floor elevation. 5) 4,000 PSI concrete required to be poured around all posts/columns to floor subgrade. 6) A minimum of#2 grade lumber is required for all above grade framing-no excessive knots or cracks will be acceptable. 7) Any lumber coming in contact with the ground or concrete must be treated. 8) Wall girts must be 2x4's spaced on 3' centers. 9) Roof lath 2x4' s must be 2' on center to attach metal roof panels. 10) A non-vented ridge cap is required. 11) Bidder is responsible for framing between wood posts for interior and exterior wall panels. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 6 Concrete: I) All concrete is required to be a minimum of 4,000 PSI strength. 2) Building pad - 6" concrete slab on compacted stone base with 6"X 6" heavy steel wire reinforcement required. Design and Construction Requirements Specific to Pre-Engineered Metal Building Design: >- The bidder is responsible for the design of all structural components of the building including, but not limited to, columns, beams, trusses, foundations, floor slab, etc. All designs must be approved by a licensed Professional Engineer in the state of Kentucky and must meet all of the included specifications or the proposal shall be rejected. >- A set of Kentucky Engineer (P.E.) stamped building drawings must be submitted to and approved by the City before construction may begin. Other Specifications: >- All secondary structural parts/purlins, girts, and braces are to be acrylic-coated galvanized steel - no rust red, dull looking interior components. >- Wall panels are to be the same color and profile as the existing building -full I W' deep corrugation for extra strength - 26 ga. >- Paint system to be a fluoropolymer containing 70% Kynar 500 or Hylar 5000 resin. Bid Bond: A Bid Bond in the form of cash, certified check, or a satisfactory bond executed by the Bidder or a surety company in the amount of five percent (5%) of the total bid amount, payable to the City of Henderson, shall be submitted with each bid. Performance and Payment Bonds {Alternate): Performance and payment bonds may be required for construction; therefore, they are set-up under this bid as alternate pricing. Should the owner decide that these are required prior to awarding the bid, the successful bidder must furnish, within seven (7) days of notice of bid award, a performance bond equal to I 00% of the contract price, as well as a payment bond equal to 100% of the contract price. Failure to supply the performance bond will result in forfeiture of the bid bond. Failure to comply with the provisions of the plans and specifications will result in forfeiture of the performance bond. All bonds must be in a form acceptable to the City of Henderson. The performance bond shall be held for a one-year guarantee period, at which time, it will be released if no defaults are found. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 7 The payment bond will be released as soon as the contractor has certified to the City that all material and labor used on the project have been paid for. All bids shall remain in effect for sixty ( 60) days from date of opening. The City's sales tax exemption status may not be used by the bidder to acquire materials or supplies on a sales tax exempt basis. Any sales taxes or other taxes incurred by the bidder remain the responsibility of the bidder. It is assumed that all such costs incurred by any bidder are included in his bid price. Insurance: During the term of the contract and before any part of the services are performed or the goods are delivered, Bidder shall, at Bidder's sole expense, cause to be issued and maintained not less than the insurance coverages set forth below: A. Broad Form Comprehensive General Liability, including Products and Completed Operations. Bodily Injury: $1,000,000 each occurrence $2,000,000 aggregate Property Damage: $1,000,000 each occurrence B. Automobile Liability, including any auto, hiring autos and non-owned autos. $300,000 combined single limit C. Workers Compensation for all employees used on the job pursuant to statute. Certificates of insurance, issued by companies authorized to do business in the state of Kentucky, satisfactory in form to the City and signed by the Bidder's insurer shall be supplied by Bidder to the City evidencing that the above insurance is in force and that not less than thirty (30) calendar days written notice will be given to the City prior to any cancellation or restrictive modification of the policies. Bidder shall replace any cancelled policy within the thirty (30) day notice period so that there is no lapse in coverage at any time during the period covered by this contract. SPECIAL CONDITIONS AND TECHNICAL SPECIFICATIONS Page 8 Payment and Retainage: Payment will be made as follows: Upon receipt of an itemized invoice and payroll sheets for the completed work, the work will be inspected and all paperwork will be validated by the City. The invoice will then be paid. A ten (10%) retainage of the invoice amount will be held until all work has been completed and accepted by the City. Other Requirements: The successful bidder shall comply with all applicable local, state, and federal rules, regulations, and guidelines. The successful bidder will be required to obtain a City of Henderson Occupational License before beginning any work on this project. All potential bidders are required to attend a pre-bid meeting on Tuesday, March 12th, 2019 at 10:30 A.M. on-site at the Henderson Municipal Service Center. All technical questions shall be addressed to the attention of Dylan H. Ward, Project Manager, at [email protected] or 270-854-2061. Bid procedure questions should be directed to Dawn Winn, Assistant Finance Director, at 270-831-1290, ext. 2220. - End of Section - 06-0l-14E 06-01-141 EXHIBIT A DOOR SCHEDULE Dool' Door Data Frame Data Comments ::'llumbe,· Tn,e Material Width Height Thickness Glass Type ~'.laterial Hardware Set ElOlA OH ALUMIN"1Jr.-! 12' - O' 14' - O' 1112' !GU 1 AL A1JTOMATIC DOOR \\TTH BUSH BUTTON INSIDE El OIB OH AL1Jr.-lINL JM 12' - O' 14' - O' 1 1/2' !GU 1 AL AUTOl\>L<\TIC DOOR \VITII BUSH BUTTON INSIDE E1 02C F FRP 3' - O' 7' -0 ' 1 314' - 1 fil,,,( STOREROOM E1 02D F FRP 3' - O' 7' - O' 1 3/4' - 1 fil,,,( ENTRY E102E F FRP 3' - O' 7' - 0' 1 314' - 1 fil,,,( ENTRY t I CONCRETE WASH PAD I I 21'-4~" NOTE: DIMENSIONS SHOWN ARE FOR INTERIOf WALLS. MAINTAIN INTERIOR DIMENSIONS AS SI 'N. EXTERIOR DIMENSIONS WILL VARY BASED ON . TYPE OF BUI LDING SELECTED FOR CONSTRUC UTILITY t 6'-~ I I E103 I s l t 3'-4" o::: 4'-4" WASH BAY 8 ) - :::> 0 ~ - 1'-4" (.) UJ 20'-0"I 2 8'-7~" ~ FLOOR SLAB 11111111111111 111111111111111FLOOR SLAB 12'-0"® I I 11 I @12·-o 0 SLOPE TO DRAIN r SLOPE TO DRAIN a.. 0::: 0 CONST 12" WIDE TRENCH DRAIN/ CONST 4" PVC SANITARY SEWER (.) SAND PIT WITH REMOVABLE METAL LATERAL DRAIN LINE FROM CENTER GRATING (SLOPED TO CENTER) OF TRENCH DRAIN TO 5' OUTSIDE WALL 1'-4"- ON WASH PAD SIDE (COORDINATE SLOPE & TIE-IN ELEVATION WITH OWNER) 1 3'-4"- (@)/ 1'-0..J 40'-0" 1 FUEL PUMPS 1 WASH BAY FLOOR PLAN CITY OF HENDERSON PLAN= NOTES: (W ~All(lf ® ~; ...i;:: ... ~;~~1;.;;11:~... ~~;~Tf•l.l.PHCl!'iATFR CENTER EXHAUST FAN DETAIL ® =~~r~~ri:*~~:.~·~~OfWAU- HENDERSON, KY 1.PP!O'IIIOOFLia>QCLEOIJCTCOllNf.:CTORSl!Al'eDAS ® ~~:;;;:.~~~g~n::(;.'*-ATf.Row,~1.AAOl'lOC l!EQUlREDTOALLM,;sM;uNr,",CANOMEC.HMl<""-AI.Ali'I WV!NOEQIJ!i'Mf1NT 2. WATCTIHtATERFm.lEFl'!i'll't J. J'"OISCl-ARGtl>SPI\.LEOONAWl'tQOFSURF-'CEORON GAAD.Pf.. )\tlSl!;AC(J.'fCRHfSPlAS! ,. ll'iE.S"tS!E!.<$!<"'-Lil ~ ANYM 5. 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OMWl' ArchlwcfsProjoc!No 1804-178 October, 2018 EXHIBIT B OrawmgNo EXHIBIT C Project Manual Vehicle Wash Henderson Municipal Services Center Henderson, Kentucky H/\rCR architects. designers • engineers 21 Southeast Third Street Suite 800 Evansville, Indiana 47708 Project No. 1804-178 February 2019 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky SECTION 083613 - SECTIONAL DOORS PART 1 - GENERAL 1.1 SUMMARY A. Section includes electrically operated sectional doors. B. Related Requirements: 1. Section 055000 "Metal Fabrications" for miscellaneous steel supports. 1.2 ACTION SUBMITTALS A. Product Data: For each type and size of sectional door and accessory. B. Shop Drawings: For each installation and for special components not dimensioned or detailed in manufacturer's product data. 1.3 INFORMATIONAL SUBMITTALS A. Sample warranty. 1.4 QUALITY ASSURANCE A. Installer Qualifications: An entity that employs installers and supervisors who are trained and approved by manufacturer for both installation and maintenance of units required for this Project. 1.5 WARRANTY A. Special Warranty: Manufacturer agrees to repair or replace components of sectional doors that fail in materials or workmanship within specified warranty period. 1. Warranty Period: Five years from date of Substantial Completion. PART 2 - PRODUCTS 2.1 PERFORMANCE REQUIREMENTS A. General Performance: Sectional doors shall comply with performance requirements specified without failure due to defective manufacture, fabrication, installation, or other defects in construction and without requiring temporary installation of reinforcing components. SECTIONAL DOORS 083613-1 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky 2.2 DOOR ASSEMBLY A. Full-Vision Aluminum Sectional Door: Sectional door formed with hinged sections and fabricated according to DASMA 102 unless otherwise indicated. 1. Manufacturers: Subject to compliance with requirements, available manufacturers offering products that may be incorporated into the Work include, but are not limited to, the following: a. C.H.I. Overhead Doors, Inc. b. Overhead Door Corporation. C. Raynor. d. Windsor Door. B. Operation Cycles: Door components and operators capable of operating for not less than 10,000. C. Air Infiltration: Maximum rate of 0.4 cfm/sq. ft. at 15 and 25 mph when tested according to ASTM E 283 or DAS MA 105. D. R-Value: 4.5 deg F x h x sq. ft./Btu. E. Aluminum Sections: Full vision with manufacturer's standard, nonglazed panels across bottom section of door. F. Track Configuration: Standard-lift track. G. Weatherseals: Fitted to bottom and top and around entire perimeter of door. H. Locking Devices: Equip door with locking device assembly. 1. Locking Device Assembly: Single-jamb side locking bars, operable from inside with thumbturn. I. Electric Door Operator: 1. Usage Classification: Standard duty, up to 25 cycles per hour and up to 90 cycles per day. 2. Operator Type: Manufacturer's standard for door requirements. 3. Safety: Listed according to UL 325 by a qualified testing agency for commercial or industrial use; moving parts of operator enclosed or guarded if exposed and mounted at 8 feet or lower. 4. Motor Exposure: Interior, clean, and dry. 5. Emergency Manual Operation: Push-up type. 6. Obstruction-Detection Device: Automatic photoelectric sensor. 7. Control Station: Interior-side mounted. J. Door Finish: 1. Baked-Enamel or Powder-Coat Finish: Color and gloss as selected by Architect from manufacturer's full range. 2. Factory Prime Finish: Manufacturer's standard color. SECTIONAL DOORS 083613- 2 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky 3. Finish of Interior Facing Material:. 2.3 ALUMINUM DOOR SECTIONS A. Sections: Extruded-aluminum stile and rail members with dimensions and profiles as indicated on Drawings; members joined by welding or with concealed, aluminum or nonmagnetic stainless-steel through bolts, full height of door section; and with meeting rails shaped to provide a weather-resistant seal. 1. Reinforce sections with continuous horizontal and diagonal reinforcement, as required to stiffen door and for wind loading. Ensure that reinforcement does not obstruct vision lites. 2. Provide reinforcement for hardware attachment. B. Full-Vision Sections: Manufacturer's standard, tubular, aluminum-framed section fully glazed with 6-mm-thick, clear acrylic glazing set in vinyl, rubber, or neoprene glazing channel and with removable extruded-vinyl or aluminum stops. 2.4 TRACKS, SUPPORTS, AND ACCESSORIES A. Tracks: Manufacturer's standard, galvanized-steel track system of configuration indicated, sized for door size and weight, designed for lift type indicated and clearances indicated on Drawings, Provide complete system including brackets, bracing, and reinforcement to ensure rigid support of ball-bearing roller guides for required door type, size, weight, and loading. 1. Track Reinforcement and Supports: Galvanized-steel members to support track without sag, sway, and vibration during opening and closing of doors. Slot vertical sections of track spaced 2 inches apart for door-drop safety device. B. Weatherseals: Replaceable, adjustable, continuous, compressible weather-stripping gaskets of flexible vinyl, rubber, or neoprene fitted to bottom and top of sectional door unless otherwise indicated. 2.5 HARDWARE A. General: Heavy-duty, corrosion-resistant hardware, with hot-dip galvanized, stainless-steel, or other corrosion-resistant fasteners, to suit door type. B. Hinges: Heavy-duty, galvanized-steel hinges at each end stile and at each intermediate stile, according to manufacturer's written recommendations for door size. Attach hinges to door sections through stiles and rails. C. Rollers: Heavy-duty rollers with steel ball-bearings in case-hardened steel races, mounted with varying projections to suit slope of track. Provide 3-inch- diameter roller tires for 3-inch- wide track and 2-inch- diameter roller tires for 2-inch- wide track. D. Push/Pull Handles: Equip each push-up operated or emergency-operated door with galvanized steel lifting handles on each side of door, finished to match door. SECTIONAL DOORS 083613-3 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky 2.6 LOCKING DEVICES A. Locking Device Assembly: Fabricate with cylinder lock, spring-loaded deadbolt, operating handle, cam plate, and adjustable locking bars to engage through slots in tracks. 1. Lock Cylinders: Cylinders specified in Section 087100 "Door Hardware" and keyed to building keying system. 2. Keys: Two for each cylinder. 8. Safety Interlock Switch: Equip power-operated doors with safety interlock switch to disengage power supply when door is locked. 2.7 COUNTERBALANCE MECHANISM A. Torsion Spring: Counterbalance mechanism consisting of adjustable-tension torsion springs fabricated from steel-spring wire complying with ASTM A 229/A 229M, mounted on torsion shaft made of steel tube or solid steel. Provide springs designed for number of operation cycles indicated. 8. Cable Drums and Shaft for Doors: Cast-aluminum or gray-iron casting cable drums mounted on torsion shaft and grooved to receive door-lifting cables as door is raised. Mount counterbalance mechanism with manufacturer's standard ball-bearing brackets at each end of torsion shaft. C. Cables: Galvanized-steel, multistrand, lifting cables. D. Cable Safety Device: Include a spring-loaded steel or spring-loaded bronze cam mounted to bottom door roller assembly on each side and designed to automatically stop door if either lifting cable breaks. E. Bracket: Provide anchor support bracket as required to connect stationary end of spring to the wall and to level the shaft and prevent sag. F. Bumper: Provide spring bumper at each horizontal track to cushion door at end of opening operation. 2.8 ELECTRIC DOOR OPERATORS A. General: Electric door operator assembly of size and capacity recommended and provided by door manufacturer for door and "operation cycles" requirement specified, with electric motor and factory-prewired motor controls, starter, gear-reduction unit, solenoid-operated brake, clutch, control stations, control devices, integral gearing for locking door, and accessories required for proper operation. 1. Manufacturers: Subject to compliance with requirements, available manufacturers offering products that may be incorporated into the Work include, but are not limited to, the following: a. Chamberlain Group, Inc. (The). 2. Comply with NFPA 70. 3. Control equipment complying with NEMA ICS 1, NEMA ICS 2, and NEMA ICS 6; with NFPA 70, Class 2 control circuit, maximum 24-V ac or de. SECTIONAL DOORS 083613 - 4 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky B. Usage Classification: Electric operator and components capable of operating for not less than number of cycles per hour indicated for each door. C. Door-Operator Type: Unit consisting of electric motor, gears, pulleys, belts, sprockets, chains, and controls needed to operate door and meet required usage classification. D. Motors: Reversible-type motor with controller (disconnect switch) for motor exposure indicated. 1. Electrical Characteristics: a. Phase: Single phase. b. Volts: 115 V. c. Hertz: 60. 2. Motor Size: Minimum size as indicated. If not indicated, large enough to start, accelerate, and operate door in either direction from any position, at a speed not less than 8 in./sec. and not more than 12 in./sec. , without exceeding nameplate ratings or service factor. E. Obstruction Detection Device: External entrapment protection consisting of indicated automatic safety sensor capable of protecting full width of door opening. Activation of device immediately stops and reverses downward door travel. 1. Photoelectric Sensor: Manufacturer's standard system designed to detect an obstruction in door opening without contact between door and obstruction. a. Self-Monitoring Type: Designed to interface with door operator control circuit to detect damage to or disconnection of sensing device. When self-monitoring feature is activated, door closes only with sustained pressure on close button. F. Control Station: Three-button control station in fixed location with momentary-contact push button controls labeled "Open" and "Stop" and sustained- or constant-pressure, push-button control labeled "Close." 1. Interior-Mounted Units: Full-guarded, surface-mounted, heavy-duty type, with general purpose NEMA ICS 6, Type 1 enclosure. 2. Exterior-Mounted Units: Full-guarded, standard-duty, surface-mounted, weatherproof type, NEMA ICS 6, Type 4 enclosure, key operated. G. Emergency Manual Operation: Equip electrically powered door with capability for emergency manual operation. Design manual mechanism so required force for door operation does not exceed 25 !bf. H. Emergency Operation Disconnect Device: Equip operator with hand-operated disconnect mechanism for automatically engaging manual operator and releasing brake for emergency manual operation while disconnecting motor without affecting timing of limit switch. Mount mechanism so it is accessible from floor level. Include interlock device to automatically prevent motor from operating when emergency operator is engaged. I. Motor Removal: Design operator so motor may be removed without disturbing limit-switch adjustment and without affecting emergency manual operation. SECTIONAL DOORS 083613 - 5 Vehicle Wash Project No. 1804-178 Henderson Municipal Services Center Henderson, Kentucky PART 3 - EXECUTION 3.1 INSTALLATION A. Install sectional doors and operating equipment complete with necessary hardware, anchors, inserts, hangers, and equipment supports; according to manufacturer's written instructions and as specified. 8. Tracks: Provide sway bracing, diagonal bracing, and reinforcement as required for rigid installation of track and door-operating equipment. C. Accessibility: Install sectional doors, switches, and controls along accessible routes in compliance with regulatory requirements for accessibility. D. Power-Operated Doors: Install automatic garage doors openers according to UL 325. E. Adjust hardware and moving parts to function smoothly so that doors operate easily, free of warp, twist, or distortion. F. Touch-up Painting: Immediately after welding galvanized materials, clean welds and abraded galvanized surfaces and repair galvanizing to comply with ASTM A 780/A 780M. 3.2 DEMONSTRATION A. Engage a factory-authorized service representative to train Owner's maintenance personnel to adjust, operate, and maintain sectional doors. END OF SECTION 083613 SECTIONAL DOORS 083613- 6 MUNICIPAL ORDER ---- MUNICIPAL ORDER A WARDING BID FOR CONSTRUCTION OF A WASH BAY TO WAYCON CONSTRUCTION, INC., EDDYVILLE, KENTUCKY, IN THE TOTAL AMOUNT OF $99,950.00 WHEREAS, the City of Henderson has issued invitations to bid for the construction of a Wash Bay to be located at the Henderson Municipal Service Center; and WHEREAS, this bid included options for three different types of buildings; Option# 1 called for a wooden pole barn with metal siding, Option #2 PEMB A (pre-engineered metal building) and Option #3 PEMB B (pre-engineered metal building) called for different roof types, wall panels, and roof warrants; and WHEREAS, bids were submitted to the City pursuant to said invitations, and were publicly opened on March 21, 2019, with Waycon Construction, Inc. of Eddyville, Kentucky , submitting the best bid under Bid Option #2: PEMB A; and WHEREAS, the City Manager recommends that the bid be accepted. NOW, THEREFORE, BE IT ORDERED by the City of Henderson, Kentucky, that the recommendation of the City Manager is approved, and award is hereby made to Waycon Construction, Inc., P.O. Box 678, Eddyville, KY 42038 for the construction of a Wash Bay under Bid Option #2: PEMB A in the total amount of $99,950.00, which includes the base bid of $96,950.00 plus the add alternate for the performance and payment bond in the amount of$3,000.00, in strict accordance with their bid as submitted pursuant to Bid Reference 19-18. On motion of Commissioner , seconded by Commissioner ______, that the foregoing Order be adopted, the vote was called. On roll call the vote stood: Commissioner Staton: Commissioner Royster: __ _ Commissioner Vowels: Mayor Austin: Commissioner Bugg: INTRODUCED, PUBLICLY READ AND FINALLY APPROVED ON ONE 1 READING, this the 26 h day of March, 2019. Steve Austin, Mayor ATTEST: Date: ------ Maree Collins, CKMC, City Clerk APPROVED AS TO FORM AND LEGALITY THIS 2./ DAY OF MARCH, 2019. By !)_Mi_~ bawn S. Kelsey City Attorney City Commission Memorandum 19-60 March 21, 2019 TO: Mayor Steve Austin and the Board of Commissioners FROM: William L. "Buzzy" Newman, Jr., City Manager SUBJECT: City Manager's Report I. Strategic Highway Investment Formula for Tomorrow 2020 Amendment Commission Direction Sought. Enclosed for your review and comment are proposed amendments to local projects listed in the Kentucky Transportation Cabinet's Strategic Highway Investment Formula for Tomorrow (SHIFT) 2020 for Henderson and Henderson County. There are six additions to the list for the Henderson/Henderson County area. Improvements for safety and level of service include portions of North McKinley, South McKinley and South Main Streets within the City and improvements to portions of Zion Larue Road, Airline Road, and Madison Street in the County. The Evansville Metropolitan Planning Organization (EMPO), our transportation planning organization, will submit the final documents to KYTC on our behalf. We are requesting that the Board approve submission of the attached draft modifications to the SHIFT 2020. Staff will work with the EMPO for programming project scheduling and prioritization. 1. Change Atkinson Street Mileage from Washington Street to Sand Lane (KY136) to Clay Street to Sand Lane (KY136), Section from Washington to Clay is completed. ATKINSON ST - IMPROVE LEVEL OF SERVICE IP20040011 Major Widening Henderson 051 CS-1014 -000 0 0.8 0.8 AND REDUCE CONGESTION 0.248 0.856 0.608 2. Shorten length of KY351 from 3.091 to 0.985 (this has section in the County) IP20070066 051 KY-0351 -000 Improve safety and level of service on KY 351 Reconstruction Henderson 2.582 5.673 3.091 2.582 3.567 0.985 3. Add NEW KV1539 (Zion Larue Road) from KY351 to City Limit Improve safety and level of service on KY 351 051 KY-1539 -000 Reconstruction Henderson 0 0.727 0.727 4. Add NEW KY812 (Airline Road) from Atkinson Street (CS-1014) to KY 2084 Improve safety and level of service on KY 812 051 KY-812 -000 Reconstruction Henderson 7.395 7.935 0.54 5. Add NEW KY136 (Madison Street) from Atkinson Street (CS-1014) to Bridge over North Fork Canoe Creek Improve safety and level of service on KY 812 051 KY-136 -000 Reconstruction Henderson 20.74 21.236 0.496 6. Add NEW North McKinley (CS-1239) from Garfield (CS-1133) to Priest Street (CS-1292). Improve safety and level of service on North 051 CS-1239 -000 Reconstruction Henderson 0 0.209 0.209 McKinley 7. Add NEW South McKinley (CS-1044) from Washington (CS-1368) to Garfield (CS-1133). Improve safety and level of service on South 051 CS-1044-000 Reconstruction Henderson 0 0.154 0.154 McKinley 8. Add NEW South Main (CS-1227) from Drury Lane (CS-1107) to Yeaman Ave (CS-1390). Improve safety and level of service on South 051 CS-1227-000 Reconstruction Henderson 0 0.599 0.599 Main UPCOMING BOARD APPOINTMENTS BOARD EXPIRATION DATE TERM BOARD OF OCCUPATIONAL LICENSE APPEALS Current Term Expires Alternate Member (Vacant-former member moved out of town) 3-Year CITY UTILITY COMMISSION Current Term Expires David Curlin 04/25/2019 3-Year CIVIL SERVICE COMMISSION Current Term Expires Robert 'Bob' Farmer 06/01/2019 3-Year CITY - COUNTY PLANNING COMMISSION Current Term Expires Kevin Richard 06/01/2019 4-Year Gray Hodge 06/01/2019 4-Year BOARD OF ZONING ADJUSTMENT - CITY Current Term Expires Term Joseph E. Ternes, Jr. (resigned) 02/24/2022 4-Year Meeting: 03/26/2019